Professional Documents
Culture Documents
Acc Code 1
Acc Code 1
(PART I)
CHAPTERS I TO XVII
20 October, 2011
01.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
PREFACE
1. The first edition of this code was brought in 1940 and reprinted after modification
on 1st December 1952. Now, an elaborate exercise has been carried out to revise
Pakistan Railways Code for the Accounts Department for upgraded Financial and
Management Information System, under supervision and control of Mr. Mubarik
Khan, Project Director, Project Management Unit (PMU), Ministry of Railways and
expert review of Mr. Khalid Mehmood Financial Adviser and Chief Accounts Officer
Railways (Retired).
Part II contains:
Traffic earnings, other coaching traffic, goods traffic receipts, station balance sheet,
accounts office debits and their clearance, carriage bills and the accounts office
balance sheet, handling bills, traffic book, inspection of station accounts.
3. The rules and orders embodied in this Code are to be followed with due care and
caution and are applicable to Pakistan Railways.
4. In case, Financial Adviser & Chief Accounts Officers or any other concerned
Principal Officers desire to make any amendment in the procedure laid down in this
Code they should address to Member Finance for such authorization in each case.
Ministry of Railways
Government of Pakistan
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
INTRODUCTORY NOTES
The following index letters are used for distinguishing the several Pakistan Railways
Codes from each other.
2. Paragraph Numbers
For convenience of indexing and of reference, the paragraphs have been numbered
according to a 3/4 figure code, in which the last two figures give the number of the
paragraph and the remaining figures the number of the chapter. Thus paragraph 101 of
any code is paragraph 1 of chapter 1 of that code and paragraph 1421, paragraph 21 of
chapter XIV.
3. References to Paragraphs
Reference in a code to the paragraphs of any other code is made by putting the
paragraph number first, followed by the index letter of the code concerned as the suffix.
Thus 1236T means paragraph 36 of Chapter XII of the Pakistan Railways Code for the
Traffic Department and 3 App. 5A means paragraph 3 of Appendix V to the Pakistan
Railways Code for the Accounts Department.
4. References to Forms
The forms referred to in any of the Pakistan Railways Codes take the number of the
paragraph of the code in which they are described, the index letter of the code in
question being prefixed to the number of the paragraph in which the form is illustrated.
Thus T647 is the form that is described and illustrated in paragraph 47 of Chapter VI of
the Pakistan Railways Code for the Traffic Department.
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
INDEX (PART-I)
DESCRIPTION CHAPTER
NO.
DEPARTMENTAL REGULATIONS I
BILLS II
1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
LIST OF APPENDICES
DESCRIPTION APPENDIX
NO.
DUTIES AND RESPONSIBILITIES OF MEMBER FINANCE I
2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
LIST OF APPENDICES
DESCRIPTION APPENDIX
NO.
TREASURY RULES OF THE FEDERAL GOVERNMENT APPLICABLE TO XV
PAKISTAN RAILWAYS
3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
C O N T ENT S
4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
C O N T ENT S
5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
C O N T ENT S
6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
A. ORGANIZATION
(a) the internal check of transactions affecting the receipts and expenditure of
Pakistan Railways;
(d) helping the administration and executive officers of Pakistan Railways with
advice whenever required or found necessary, in all matters involving Pakistan
Railways finance;
102. Officers of the Accounts Department. Member Finance heads the Accounts
Department of Pakistan Railways and reports to Chairman / Secretary Railways.
Member Finance is assisted by DirectorFIS/MIS, Chief Cost Accounts Officer, Financial
Adviser & Chief Accounts OfficerPakistan Railways, Financial Adviser & Chief
Accounts OfficerRevenue through Additional General ManagerFinance, and
Financial Adviser & Chief Accounts OfficerManufacturing & Services Unit and
DirectorFinance & Budget. Subordinate to the heads of the Accounts Department are
various accounts officers attached to the Divisions, Workshops, Stores, Depots, and
Construction Projects of Pakistan Railways. For the sake of brevity all accounts officers
of Pakistan Railways, including the heads of the Accounts Department are referred to
hereafter as Accounts Officer(s). Where, however, it is necessary to refer particularly
to the heads of the Accounts Department of Pakistan Railways, the term Financial
Adviser and Chief Accounts Officer, has been used. The term Accounts has, in some
places, been used to denote the Accounts Department.
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Member Finance
Additional General
Manager - Finance
104. Deleted
105. Deleted
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(a) without the permission of his immediate superior, reverse any deliberate
or important orders, passed by an officer who preceded him in office;
(d) suggest expedients for the evasion of the natural operations of a rule
when reporting on claims of pension or allowances of any kind, his duty being
merely to report how a claim is affected by the rules;
(e) advise upon any questions relating to pensionary claims until Pakistan
Railways servant actually retires, or is about to retire from the service, except upon
a reference from the Member Finance.
108. In addition to the prescribed returns and accounts, the Accounts Officer should
furnish the executive officers with such other accounts and returns as may be called for.
Any statistical or other information required by the executive officers which can be
obtained from the records of the accounts office should also be promptly supplied.
109. Accounts Officers and the Executive. The head of Pakistan Railways
administration, referred to hereafter as the General Manager, and the various executive
officers subordinate to him are responsible for the construction, maintenance and
operations of Pakistan Railways. In the proper and legitimate discharge of their
responsibilities the executive officers are authorized to incur expenditure within the
limits of their financial powers. All claims arising out of such expenditure are checked
(in accordance with the prescribed rules), on behalf of the Administration by the
Accounts Officer, who arranges to liquidate claims which are found to be in order. In
functioning thus and in giving financial advice to the executive, the Accounts Officer
acts solely in the interest of the executive officers. The Accounts Officers relations with
executive should therefore, be that of a friendly critic. The Accounts Officer should
accordingly avoid all unnecessary objections and assist the executive officers to devise
and follow legitimate means toward obtaining legitimate ends.
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110. In cases where an Accounts Officer is unable to accept as proper any orders of an
executive authority or any claims arising therefrom, he should bring to the notice of
such executive authority the nature of the impropriety or irregularity and suggest the
proper and regular course of action under the extant rules and orders. In the event of a
disagreement between the Accounts Officer and the executive, the following procedure
should be followed:
(a) If the disagreement is between an executive officer other than the General
Manager and an Accounts Officer other than the Financial Advisor and Chief
Accounts Officer, the Accounts Officer should furnish a short note of his objection
to the executive officer and ask him to obtain the decision of the General
Manager. He should at the same time furnish a copy of his note to the Financial
Adviser and Chief Accounts Officer.
(b) If the matter is settled to the satisfaction of the Financial Adviser and Chief
Accounts Officer he will issue the necessary orders to the subordinate Accounts
Officer. If, however, the General Manager and the Financial Adviser and Chief
Accounts Officer are unable to come to an agreement, the former should obtain
the orders of the Ministry of Railways (Railway Board), and the latter should act on
the Ministry of Railways (Railway Board) orders which will be furnished to him by
the General Manager (vide paragraph 302).
(d) The above procedures will apply mutatis mutandis in cases where the
Financial Advisor and Chief Accounts Officer himself (without the intervention of
his subordinate officers) considers that any order of an executive officer or any
claims arising therefrom irregular or improper in internal check.
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Railways has to be promptly brought to the notice of the Ministry of Railways (Railway
Board), the Financial Adviser and Chief Accounts Officer may, after addressing the
General Manager, send a copy of his note to the Member Finance for information with
an explanation of the urgency of the case and a request for the issue of early orders by
the Ministry of Railways (Railway Board). In all such cases the Financial Adviser and
Chief Accounts Officer should await the orders of the Ministry of Railways (Railway
Board).
112. Financial Adviser and Chief Accounts Officers and Member Finance. Member
Finance is responsible for the compilation of the whole of the accounts relating to the
receipts and expenditure under the heads of accounts prescribed in Appendix XVI. In
discharge of this responsibility he will issue instructions to the Financial Adviser and
Chief Accounts Officers relating to the preparation and submission of the accounts and
returns required by him, and it is the duty of the Financial Adviser and Chief Accounts
Officers to carry out such instructions. The financial powers delegated to the Ministry
and the heads of the Departments (Financial Advisor and Chief Accounts Officers in
case of Pakistan Railways Accounts Department) are given in Appendix VII to this
Code.
113. Statutory Audit. The Auditor General of Pakistan is the final audit authority in
Pakistan. His duties and powers as regards audit are set out in Auditor-Generals
(Functions, Powers and Terms and Conditions of Service) Ordinance, 2001 (Appendix
VIII) issued under Article 169 of the Constitution of Islamic Republic of Pakistan, 1973
as amended from time to time. Under Article 169 of the Constitution of Islamic
Republic of Pakistan the Auditor General of Pakistan is responsible for the audit of the
accounts of the Pakistan Railways but has no responsibility for the compilation of such
accounts. However, compilation of accounts is the responsibility of Controller General
of Accounts through Financial Advisor and Chief Accounts Officer. The form in which
the accounts of the Pakistan Railways should be kept and changes in Chart of Accounts
affecting the recording of expenditure in the Finance Accounts, Appropriation
Accounts, Civil Accounts and Financial Statements are, however, subject to his
approval as required under Article 170 of the Constitution of Islamic Republic of
Pakistan. He may also require such compiled accounts to be submitted to him to carry
out his statutory obligations.
114. In all matters relating to the audit of Pakistan Railways accounts, the Auditor
General of Pakistan is assisted by the Director General Audit, Railways. Subordinate to
the Director General Audit, Railways are the Audit Officers. It is the duty of these
officers to audit the accounts of the Pakistan Railways. These Officers have been
referred to in the rest of this Code as Audit Officers or Audit. Where, however, it is
necessary to refer to the head of the Statutory Audit Office, the term Director General
Audit, Railways has been used.
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115. Deleted.
116. The responsibility of the Director General Audit, Railways for the audit of accounts
is briefly as follows:
(a) to audit all expenditure from the Consolidated Fund and to ascertain whether
the moneys shown in the accounts as having been disbursed were legally
available for and applicable to, the service or purpose to which they have been
applied or charged and whether the expenditure conforms to the authority which
governs it;
(c) it includes stores and stock accounts to the extent prescribed by the Auditor
General of Pakistan and the Director General Audit, Railways;
(e) to audit all trading, manufacturing, profit and loss accounts, balance
sheets and other subsidiary accounts kept and maintained by Pakistan Railways.
117. Object of Statutory Audit. The main object of audit is to ensure that the system of
accounts used by the internal check authority is correct, that the method of check
applied at every stage of the accounts is sufficient, that the accounts are maintained and
the checks applied with due accuracy, and that arrangements exist in the accounts
offices to ensure attention to the financial interests of Pakistan Railways on the part of
all concerned. This object is generally secured by a percentage check to be applied to
the vouchers and connected accounts record of the Accounts Office and by inspection
on the spot of initial records and documents in the offices in which the transactions
originate. Accounts Officers should afford all facilities to Audit Officers in the discharge
of their audit duties.
118. Disposal of Audit Objections. All audit objections and notes should be promptly
attended to by the Accounts Officers. Audit objections may either relate to matters
which can be disposed of by the Accounts Officer himself without reference to the
executive or to matters which can be elucidated only by the executive. In the former
case, no reference should ordinarily be made by the Accounts Office to the executive
except to advise disallowances, if any, arising out of the audit objections. In regard to
the latter, the Accounts Officer should arrange to elicit necessary information for the
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disposal of the audit objection; and, if in his opinion, the audit objection should be
upheld, he should arrange to see that suitable action is taken. In the event of a
disagreement between the Audit Officer and the Accounts Officer, procedure
prescribed in Chapter VIII should be followed.
118A. Civil Servants (Appointment, Promotion and Transfer) Rules, 1973 are given in
Appendix IX to this Code.
120. Deleted.
121. Appointment, Promotion and Leave. (1) (a)The recruitment to Pakistan Audit and
Accounts Service and training thereof is controlled by the Auditor General of Pakistan.
The department is left with the option of posting the officers within the department
itself. However, for the purpose of in-service training, Member Finance or Financial
Adviser & Chief Accounts Officer can depute them.
The officers of departmental cadre in the rank of Accounts Officers are appointed by the
Member Finance from the rank of Assistant Accounts Officers and later on inducted into
Pakistan Audit and Accounts Service in accordance with the quota laid down from time
to time.
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(c) With a view to facilitating contact with officers on leave all such officers
should, before proceeding on leave report to the Member Finance through
Financial Adviser & Chief Accounts Officer.
(2) Assistant Accounts Officers. The post of Assistant Accounts Officers will be filled by
selection from staff, who have passed the examination prescribed in Appendix X to this
Code.
(3) Senior Auditors. The posts of Senior Auditors will be ordinarily filled by transfer of
selected persons from accounts offices of Pakistan Railways.
122. Recruitment in the office of Financial Adviser & Chief Accounts Officer.
123. Recruitment of Staff from other Offices. (a) All first appointments, from other
Offices/Government Departments, will be made by Selection Committees.
(b) All new Junior Auditors will be taken in the lowest class of Junior Auditors on the
minimum pay of that class.
(c) The provision of clauses (a) and (b) of this rule will also apply to appointments to
the following classes of establishments:
Stenographers.
Computer Operators.
Junior Auditors.
(d) The Financial Adviser and Chief Accounts Officer will appoint a Selection
Committee consisting of not less than three officers of the Accounts Department. At
least one should be of a status not lower than that of a Deputy Financial Adviser and
Chief Accounts Officer and should preside over the Committee.
(e) Rules regarding conditions of service, eligibility to appear before the Committee,
etc. will be as prescribed by the Financial Adviser and Chief Accounts Officer or the
Member Finance as the case may be from time to time.
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Note: In following the Rules framed by Administration, preference should be given to the children of railway
employees if other things are equal and not otherwise.
124. Deleted.
126. Promotion to the grade of Assistant Accounts Officer, Inspector of Coaching &
Goods Accounts, Inspector of Stores Accounts and Divisional Pay Master. No railway
servant will be eligible for promotion to the rank of Assistant Accounts Officer,
Inspector of Coaching and Goods Accounts, Inspector of Stores Accounts and
Divisional Pay Master unless he has passed the examination qualifying for promotion to
these grades as laid down in Appendix X to this Code.
127. The promotion of Assistant Accounts Officer of the office of the Member Finance
to the rank of Assistant Director, whether in his own office or elsewhere, will be
regulated under the same rules as followed in other offices of Pakistan Railways.
128. Deleted.
129. Deleted.
130. Deleted.
131. Deleted.
132. Deleted
133. Deleted.
134. Seniority. The rules for determining the relative seniority of civil servants
employed in Accounts Offices are contained in Civil Servants (Seniority) Rules, 1993 as
amended from time to time. These rules are reproduced in Appendix XI to this Code.
135. Supersession. Except in leave vacancies not exceeding four months in duration
where purely local arrangement may be required to be made, no employee shall be
superseded for promotion without the personal sanction of the Head of the Office or
such higher authority as may be prescribed by any rule or order.
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CHAPTER I
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C. OFFICE PROCEDURE
136. Main Division of Work. The work in Pakistan Railways Accounts Office generally
falls under following main divisions:
(1) Establishment.
(2) Stores.
(3) Workshops.
(4) Engineering Accounts.
(5) Other Expenditure Accounts.
(6) Cash and Pay.
(7) Traffic.
(8) General Provident Fund and Pension.
(9) Booking and Compilation.
(10) Inspection.
(11) Cost Accounting (i.e. Rail Costing, workshops and factories costing, etc.)
The actual division into branches and sections and the distribution of work among the
gazetted staff is left to the discretion of the head of the office, in the absence of orders to
the contrary as regards any particular charge. All the above items of work have been
dealt with generally in this Code. Detailed rules relating to items of work numbered 2, 3
and 4 have been laid down in the respective departmental codes.
137. Office Manuals. Detailed working instructions in conformity with and subsidiary
to the rules contained in this and other Pakistan Railway Codes should be laid down in
the office manuals of each Accounts Office, issued under the authority of the head of
the office, and these should be kept up to date. The office manuals should also contain:
(a) detailed rules of procedure for the conduct of business in the Accounts
office;
(b) orders defining the duties and responsibilities of the supervising staff; and
(c) instructions for the periodical inspections of the books of account maintained
in each section, for the test check of some portion of the work done by each
member of the staff once a month (see note under paragraph 344), for the
submission of progress reports about the state of work in each section and for
periodical reviews of all correspondence awaiting disposal.
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139. Inspection of Books of Account. The intervals at which books of account are
required to be inspected by Accounts Officer in charge of the section concerned are
laid down in Appendix XII to this Code. Books of account which are required to be
checked and initialled by Accounts Officer at the time they are made, need not be
subjected to a separate periodical inspection, but the detailed procedure prescribed in
the office manuals (c.f. paragraph 137) for the posting and checking of such books of
account should ensure a continuous review thereof by the officer in charge.
141. Supply of Books of Reference. Every gazetted officer should be supplied with a
copy of all the Pakistan Railways Codes in force. Books so supplied will be treated as
personal copies and may be carried away by the officer, on his transfer from one office
to another. Corrections issued from time to time will be supplied by the office in which
an officer is employed, but such officer will be personally responsible for the books and
for keeping them corrected up to date. Permanent staff of the office, who desire the
concession, may be supplied with priced Government publications together with sets of
correction slips thereto.
142. Monthly Arrear Reports. Statement showing arrears of work on the last day of each
month end in each Accounts Office should be submitted to the Member Finance so as
to reach him not later than 7th of the following month. These statements should be in
form A.142 given below. A list of important cases which remain outstanding for over a
year with reasons therefore and the action taken to expedite settlement should be
appended to the arrear reports.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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FORM A. 142
1 2 3 4 5 6 7
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144A. Performance Evaluation Report for Gazetted Staff (BPS-16) should be in the
following form:
FORM A.144A
GOVERNMENT OF PAKISTAN Genl. 131/Rev.
PART I
9. Job Description (Set out broadly in order of importance the main duties performed. Also mention as
special work assigned during the period).
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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The rating in Parts II, III & IV should be recorded by initialling the appropriate box. The
ratings denoted by alphabets is as follows:
For uniform interpretation of qualities listed in those parts two extreme shades are
mentioned against each item. Please see para. 7 of instructions.
PART II
PERSONAL QUALITIES
AI A B C D
1. Intelligence Exceptionally bright; Excellent Dull, slow
comprehension
PART III
ATTITUDE
1. *Knowledge of Islam Well read Narrow and superficial
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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DEPARTMENTAL REGULATIONS
AI A B C D
4. Acceptances of Always prepared to take on Reluctant to take on
responsibility responsibility even in difficult responsibility: will avoid
cases it whenover possible
*In case of non-muslims the entries will refer to their own religion.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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PART IV
PROFICIENCY IN JOB
AI A B C D
1. Power of Expression
(a) Written Always precise, clear and Clumsy & vague
well set out
(b) Oral
Puts across convincingly & Ineffective
concisely
2. Knowledge of work Has a through grasp of the Does not know enough
knowledge relevant to his job about the present job
3. Analytical ability Picks out the essentials Seldom sees below the
without wasting time on surface of a problem
irrelevant details
4. Supervision & Guidance Organises & uses staff and Lacks control:
other resources effectively Ineffective
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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PART V
(a) Pen-Picture. Please comment on any particularly strong or weak points without repeating earlier
parts of the report. Also indicate the future posting considered must suitable for the officer.
(b) Counselling. Was the officer advised to improve vide instruction No. 4 during the period under
report. If so, on what aspects and with what results?
(c) Assessment of performance. Please comment on how effective the officer has been in performing
the duties mentioned at S. No. 9 in Part I. Also comment on the officer's contribution to the overall
performance of your office/organization especially in the light of any numerical measure e.g. examination
results for teaching staff or other applicable index such as profitability project implementation tax collection,
etc. In other cases give your assessment of relative proportion of (i) routine cases (ii) complicated
cases/situations (iii) policy cases crisis situations dealt with by the officer. Also indicate whether further
training is required for increasing his effectiveness and if so in which area.
(d) Inspection of Subordinate Officers. Please indicate whether inspections were carried out
regularly by the officer and inspection reports were completed properly in-time. Please comment on steps
taken for implementation of inspection reports and guidance provided to his subordinates.
(e) Field Tours. Please comment on interest taken by the officer in systematic and regular field tours.
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PART VI
Comparing him with other officers of the same level and keeping in view the overall gradings in Parts II, III
and IV give your general assessment of the officer by initialling the appropriate box below:
By Reporting By Countersigning
Officer Officer
(i) Equalled by very few officers (Very Good)
By Reporting By Countersigning
Officer Officer
(i) Fit for accelerated promotion
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PART VII
Please report on the aspects not touched upon by the reporting officer. If you disagree with the assessment of
the Reporting Officer, please give reasons therefor. You should also indicate how frequently you have seen
work of the officer reported upon. If the officer has been assessed fit for promotion would you be prepared to
accept him in higher grade, if no, please give your reasons.
PART VIII
Date _____________________
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1. (i) ACR is the most important record for the assessment of an officer. At the same
time the quality of ACR is a measure of the competence of the Reporting Officer and
Countersigning Officer. It is, therefore, essential that utmost care is exercised by all
Reporting and Countersigning Officers.
(ii) The Reporting and Countersigning Officer should be
(a) as objective as possible and
(b) clear and direct, not ambiguous or evasive in their remarks.
(iii) The over-riding importance of Part IV should be clearly understood in the
overall grading.
(iv) Over-rating should be as showed by all Reporting/Countersigning Officers.
(v) Vague impressions based on inadequate knowledge or isolated incidents
should be avoided.
2. The forms are to be filled in duplicate. Part I will be filled by the officer being
reported upon and should be type written. Parts II to VI will be filled by the Reporting
Officer and Part VII by the Countersigning Officers. Both the Reporting Officer and
Countersigning Officer should give their assessment of the officer reported upon in
respective boxes in Part VI. The Ministry/Division/Department concerned will fill Part
VIII, if any adverse remarks are recorded in the report.
3. Assessment in the ACR should be confined to the work done by the officer
reported upon during the period covered by the report.
4. Reporting Officer is expected to counsel the officer being reported upon about
his weak points and advise him how to improve. Adverse remarks should normally be
recorded when the Officer fails to improve despite counselling.
5. The ACR form should be filled in a neat and tidy manner. Cuttings/erasures
should be avoided and must be initialled, where made.
6. The ratings in Part II, III, IV & VI should be recorded by initialling the appropriate
box.
7. For uniform interpretation of qualities, etc., listed in Parts II, III & IV the two
extreme shades are mentioned against each item. For example an exceptionally bright
officer with excellent comprehension will be rated AI in Intelligence (box I of Part II).
A dull and slow officer will merit a D rating. A, B & C ratings will denote shades
between the above two extremes.
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8. The ratings should be clear and given in one of the boxes provided for the
purpose in Parts II, III, IV & VI. Do not grade an officer between two shades i.e.
between Very Good and Good or Average or Average and Below Average.
9. The Countersigning Officers should weigh the remarks of the Reporting Officer
against his personal knowledge of the officer being reported upon compare him with
other officers of the same grade working under different Reporting Officers but under
the same Countersigning Officer and then give his overall assessment in Part VI and
remarks in Part VII (a). In certain categories of cases remarks of a Second
Countersigning Officer may also be required to be recorded. The Establishment
Division will identify such cases, from time-to-time and also designate an officer as the
Second Countersigning Officer for each category. The Second Countersigning Officer
will record his remarks in Part VII (b).
10. If the Countersigning Officer differs with the grading or remarks given (in parts
other than Part VI) by the Reporting Officer he should score it out and give his own
grading in red ink. In Part VI he is required to give his own assessment in addition to
that of the Reporting Officer.
11. The Countersigning Officer should underline, in red ink, remarks which in his
opinion are adverse and should be communicated to the officer reported upon.
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145. Performance Evaluation Report for Officers in (BPS-17 & 18) and (BPS-19 & 20)
should be in the following forms:
FORM A. 145
CERTIFICATE
Certified that I
(Name of Officer) Personnel Number (if allotted)
have on Submitted my
(Group/Service) (BPS) (Date)
Performance Evaluation Report for the period
to
(Name/Designation of Countersigning Officer)
My Countersigning officer is
(Name/Designation of Countersigning Officer)
Signatures
Designation / Department
Note:- This certificate is required to be dispatched by the officer being reported upon to the
Officer Incharge entrusted with the maintenance of his/her C.R dossier on the same date the
PER is forwarded to his/her reporting officer.
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GOVERNMENT OF PAKISTAN
Ministry/Division/ Service/Group
Department/Office
PART I
2. Personnel number
3. Date of birth
4. Date of entry in service
5. Post held during the period (with BPS)
6. Academic qualifications
7. Knowledge of languages (Please indicate proficiency in speaking (S), reading (R) and
writing (W)
Name of course attended Duration with dates Name of institution and country
9. Period served
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PART II
1. Job description
PART III
The rating in Part III should be recorded by initialing the appropriate box.
The ratings denoted by alphabets are as follows:
A Very Good, B Good, C Average, D Below Average
A B C D
1. Intelligence
Dull; slow
Exceptionally bright; excellent comprehension
3. Acceptance of responsibility
Reluctant to take
Always prepared to take on responsibility even on responsibility
in difficult cases will avoid it
whenever possible.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
6. Relations with
i) Supervisors
PART IV
1. Please comment on the officers performance on the job as given in Part II (2)
with special reference to knowledge of work, quality and quantity of output.
How far was the officer able to achieve targets? Do you agree with what has
been stated in Part II (2)?
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
3. Pen picture with focus on the officers strengths and weaknesses not covered
in Part III (Weakness will not be considered as adverse entries unless intended to be treated
as adverse).
4. Special aptitude
6. Overall grading
Designation______________________________________ Date______________________
1.26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
PART V
1. How well do you know the officer? If you disagree with the assessment of the
reporting officer, please give reasons
Designation___________________________________________ Date_________________
PART VI
Name ____________________________________________Signature_________________
Designation_______________________________________ Date_____________________
After initiating their PERs, the officers under report should immediately fill up the detachable
certificate giving names of the RO/CO and send the same to the Officer Incharge of their respective
confidential records. The exercise will ensure proper follow-up of the pending performance
evaluation reports by the concerned Ministry/Division/Provincial Government etc.
Forms should be filled in duplicate. Parts I and II are to be filled by the officer under report and
should be typed. Parts III and IV will be filled by the Reporting Officer while the
Countersigning/Second Countersigning Officers will fill Parts V and VI respectively. The ratings in
Part III should be recorded by initialling the appropriate box.
Each Division, Department, autonomous body and office etc. is required to prepare specific job
descriptions giving main duties of each job to be mentioned in Part-II (1). The job descriptions may
be finalized with the approval of the Head of the Organization or any person authorized by him.
1.27
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
The officer under report should fill Part II (2) of the form as objectively as possible and short term and
long term targets should be determined/assigned with utmost care. The targets for each job may be
formulated at the beginning of the year wherever possible. In other cases, the work performed during
the year needs to be specifically mentioned.
Assessment by the Reporting Officers should be job-specific and confined to the work done by the
officer during the period under report. They should avoid giving a biased or evasive assessment of
the officer under report, as the Countersigning Officers would be required to comment on the quality
of the assessment made by them.
The Reporting Officers should report their assessment in Part IV through comments against each
characteristic. Their opinions should represent the result of careful consideration and objective
assessment so that, if called upon, they could justify the remarks/comments. They may maintain a
record of the work done by the subordinates in this regard.
The Countersigning Officers should weigh the remarks of the RO against their personal knowledge of
the officer under report and then give their assessment in Part V. In case of disagreement, the
Countersigning Officers should give specific reasons in Part V. Similarly, if the Countersigning
Officers differ with the grading or remarks given by the Reporting Officer in Part III they should score
it out and give their own grading by initialling the appropriate box.
The Countersigning Officers should make an unbiased evaluation of the quality of the performance
evaluation made by the RO by categorizing the reports as exaggerated, fair or biased. This would
evoke a greater sense of responsibility from the reporting officers.
The Countersigning Officers should underline, in red ink, remarks which in their opinion are adverse
and should be communicated to the officer reported upon. All adverse remarks whether remediable
or irremediable should be communicated to the officer under report, with a copy of communication
placed in the CR dossier. Reporting Officers should ensure that proper counselling is given to the
officer under report before adverse remarks are recorded.
The Reporting and Countersigning Officers should be clear, direct, objective and unambiguous in
their remarks. Vague impressions based on inadequate knowledge or isolated incidents should be
avoided.
Reports should be consistent with the pen picture and overall grading.
IMPORTANT
Parts I and II of the PER should be duly filled and dispatched to the Reporting Officer not later than
the 15th of January. The ROs should forward the report to the Countersigning Officer within two
weeks of receipt after giving their views in Parts III and IV. The COs should then finalize their
comments in Part V within two weeks of receipt of PER. The Second Countersigning Officers, if any,
should also complete their assessment within a period of two weeks.
Name and Designation of Reporting/Countersigning Officers should be clearly written. Comments
should be legible and in the prescribed format and which can be easily scanned.
Personnel Number is to be filled in by the officer under report, if allotted.
Proforma has been devised in English/Urdu to provide flexibility to RO/CO in the choice of language.
1.28
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
FORM A. 145(ii)
CERTIFICATE
Certified that I
(Name of Officer) Personal Number (if allotted)
have on Submitted my
(Group/Service) (BPS) (Date)
Performance Evaluation Report for the period
to
(Name/Designation of Countersigning Officer)
My Countersigning officer is
(Name/Designation of Countersigning Officer)
Signatures
Designation / Department
Note:- This certificate is required to be dispatched by the officer being reported upon to the
Officer Incharge entrusted with the maintenance of his/her C.R dossier on the same date the
PER is forwarded to his/her reporting officer.
1.29
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
FORM A.145(ii)
S-121-G (ii)
FOR OFFICERS IN BPS 19 & 20 CONFIDENTIAL
GOVERNMENT OF PAKISTAN
Ministry/Division/ Service/Group
Department/Office
PART I
3. Date of birth
4. Date of entry in service
8. Training received during the evaluation period (Training courses attended earlier, if
any, may please be listed separately on the back page of the report)
Name of course attended Duration with dates Name of institution and country
9. Period served
1.30
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
PART II
1. Job description
PART III
1. Please comment on the officers performance on the job as given in Part II (2)
with special reference to knowledge of work, ability to plan, organize and
supervise, analytical skills, competence to take decisions and quality and
quantity of output. How far was the officer able to achieve targets? Comment
on the officers contribution, with the help of statistical data, if any, in the
overall performance of the organization. Do you agree with what has been
stated in Part II (2)?
3. Pen picture including the officers strengths and weaknesses with focus on
emotional stability, ability to work under pressure, communication skills and
interpersonal effectiveness (Weakness will not be considered as adverse entries unless
intended to be treated as adverse).
4. Area and level of professional expertise with suggestions for future posting
6. Overall grading
Very Below
Good Average
Good Average
7. Fitness for promotion Comment on the officers potential for holding a higher
position and additional responsibilities
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
Designation______________________________________ Date______________________
PART IV
1. How often have you seen the work of the officer reported upon?
Very
Frequently Rarely Never
Frequently
2. How well do you know the officer? If you disagree with the assessment of the
reporting officer, please give reasons
3. Overall grading
Very Below
Good Average
Good Average
4. Recommendation for promotion (Comment on the officers potential for
holding a higher position and additional
responsibilities)
Designation___________________________________________ Date_________________
1.32
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
PART V
Name ____________________________________________Signature_________________
Designation_______________________________________ Date_____________________
After initiating their PERs, the officers under report should immediately fill up the detachable
certificate giving names of the RO/CO and send the same to the Officer Incharge of their respective
confidential records. The exercise will ensure proper follow-up of the pending performance
evaluation reports by the concerned Ministry/Division/Provincial Government etc.
Forms should be filled in duplicate. Parts I and II are to be filled by the officer under report and
should be typed. Parts III will be filled by the Reporting Officer while the Countersigning/Second
Countersigning Officers will fill Parts IV and V respectively.
Each Division, Department, autonomous body and office etc. is required to prepare specific job
descriptions giving main duties of each job to be mentioned in Part-II (1). The job descriptions may
be finalized with the approval of the Head of the Organization or any person authorized by him.
The officer under report should fill Part II (2) of the form as objectively as possible and short term and
long term targets should be determined/assigned with utmost care. The targets for each job may be
formulated at the beginning of the year wherever possible. In other cases, the work performed during
the year needs to be specifically mentioned.
Assessment by the Reporting Officers should be job-specific and confined to the work done by the
officer during the period under report. They should avoid giving a biased or evasive assessment of
the officer under report, as the Countersigning Officers would be required to comment on the quality
of the assessment made by them.
The Reporting Officers should report their assessment in Part III through comments against each
characteristic. Their opinions should represent the result of careful consideration and objective
assessment so that, if called upon, they could justify the remarks/comments. They may maintain a
record of the work done by the subordinates in this regard.
The Reporting Officers should be careful in giving the overall and comparative gradings. Special care
should be taken so that no officer is placed at an undue disadvantage.
The Countersigning Officers should weigh the remarks of the RO against their personal knowledge of
the officer under report, compare him with other officers of the same grade working under different
Reporting Officers, but under the same Countersigning Officer, and then give their overall assessment
of the officer. In case of disagreement with the assessment done by the Reporting Officer, specific
reasons should be recorded by the Countersigning Officers in Part IV (2).
The Countersigning Officers should make an unbiased evaluation of the quality of the performance
evaluation made by the RO by categorizing the reports as exaggerated, fair or biased. This would
evoke a greater sense of responsibility from the reporting officers.
1.33
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
The Countersigning Officers should underline, in red ink, remarks which in their opinion are adverse
and should be communicated to the officer reported upon. All adverse remarks whether remediable
or irremediable should be communicated to the officer under report, with a copy of communication
placed in the CR dossier. Reporting Officers should ensure that they properly counsel the officer
under report before adverse remarks are recorded.
The Reporting and Countersigning Officers should be clear, direct, objective and unambiguous in
their remarks. Vague impressions based on inadequate knowledge or isolated incidents should be
avoided.
Reports should be consistent with the pen picture, overall grading and comparative grading.
IMPORTANT
Parts I and II of the PER should be duly filled and dispatched to the Reporting Officer not later than
the 15th of January. The ROs should forward the report to the Countersigning Officer within two
weeks of receipt after giving their views in Parts III. The COs should then finalize their comments in
Part IV within two weeks of receipt of PER. The Second Countersigning Officers, if any, should also
complete their assessment within a period of two weeks.
Name and Designation of Reporting/Countersigning Officers should be clearly written. Comments
should be legible and in the prescribed format and which can be easily scanned.
Personnel Number is to be filled in by the officer under report, if allotted.
Proforma has been devised in English/Urdu to provide flexibility to RO/CO in the choice of language.
Comparative grading only applies to officers falling in very good, good and average categories. This
grading would not apply to anyone falling in below average category in Part III (6).
1.34
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
FORM A. 146
CONFIDENTIAL REPORT FORM
JUNIOR AUDITORS/COMPUTER OPERATORS
PART-II
A. PERFORMANCE AI A B C D Remarks
1. Referencing and copies of notes and
correspondence
2. Keeping of files and papers in tidy condition
3. Maintenance of records including recording and
indexing
4. Skill in noting and drafting, where applicable
5. Other duties, e.g., Cashier duties, preparation of
bills, statements and returns, etc.
6. Other Clerical duties, e.g., typing, diary/dispatch,
disbursement of cash statements/returns.
7. Regularity and punctuality in attendance
8. Standard of work
(a) Quality
(b) Out-put
B. PERSONAL TRAITS
9. Intelligence
10. Perseverance and devotion to duty
11. Co-operation and tact
12. Amenability to discipline
13. Integrity
14. Trust-worthiness in confidential and secret Yes No
matters
Note.The rating should be recorded by initialing the appropriate box:
AI Very Good; A Good; B Average; C Below Average; D Poor.
1.35
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
PART-III
GENERAL ASSESSMENT.
Very Good Good Average Below Average Poor Special aptitude, if any
PART-IV
PEN-PICTURE
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
1.36
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
PART-V
_______________________________________________________________
_______________________________________________________________
_______________________________________________________________
1. The reports will be initialed by the Branch/Section Officer incharge and will be countersigned
by the next higher officer, both being concerned with the work of the person reported upon.
2. When an adverse remark is made in the confidential report of the official reported upon, a
copy of the whole report should be furnished to him at the earliest opportunity and in any case within
one month from the date the report is countersigned with a memorandum a copy of which should be
signed and returned by him in acknowledgement of the report and be in turn placed in the character roll
for record. A serious view should be taken of any failure on the part or the official concerned to furnish a
copy of the report containing adverse remarks to the person reported upon.
3. The officials making representations against adverse remarks recorded in their confidential
reports should not make any personal remark or remarks against the integrity of the reporting officers.
Violation of this rule will be considered misconduct and will also render the representation liable to be
summarily rejected.
4. When a report is built upon or the individual opinions of the reporting and countersigning
officers it is only the opinion as accepted by the latter which should be communicated.
5. Remarks in case where the reporting/countersigning officer suspends judgment should not be
communicated.
6. Any remarks to the effect that the person reported upon has or has not taken steps to remedy
the defects pointed out to him in a previous year should also be communicated.
7. The adverse remarks should be communicated by the senior officer incharge of establishment
matters to the Ministry/Division/Department/Office concerned.
8. Annual Confidential Report containing adverse remarks should not be taken into consideration
until they have been communicated following rule A-2 above and a decision taken on the representation,
if any, of the person reported upon.
1. Arrange for the completion of the routine part of the form and send it to the reporting officer
concerned.
2. On receipt of the completed form from the reporting officer submit it along with relevant
character roll to the countersigning officer concerned.
3. Go through each report carefully in order to see if there are any adverse remarks underlined in
red ink. If so, arrange to have them communicated to the person concerned immediately with the
Direction that his representation, if any should be submitted within a fortnight of the receipt of those
remarks by him.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
4. Arrange to obtain a decision on the representation, if any and communicate it to the official
concerned within the month. Place a copy of the decision in the dossier.
5. Keep the duplicate as well as the original copies of the confidential reports in your office.
6. If an official has been receiving adverse remarks for two successive years from the same
reporting officer, take up the question of placing him under another reporting officer.
1.38
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER I
DEPARTMENTAL REGULATIONS
150. The Handing-over Notes should be given to the relieving officer, who should
submit a copy thereof, with the advice of his having assumed charge, to his immediate
superior. It will be the duty of the relieving officer to make a preliminary examination of
the state of affairs as mentioned in these Notes at the time of relief, and within the span
of three months to make a report to his immediate superior of the action taken by him
thereon. Any omission or incorrectness noticed in the Handing-over Notes should also
be reported by the relieving officer to his immediate superior within three months.
1.39
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
C O N T ENT S
7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
Bills Payable
202. Procedure for Payment. All payments of bills on an open line will, as a rule, be
arranged for by the Accounts Officer by issuance of cheques in the name of concerned
party or in case of cash payment through the Pay Department in accordance with the
detailed rules laid down in Chapter IX. The funds required for disbursements will be
obtained by cheques drawn on the State Bank of Pakistan.
NOTE. All payments of bills on an open line will, as a rule, be arranged for by the Accounts Officer
through cheques direct to the parties. Payments in cash are to be routed through Pay Department in
accordance with the detailed rules laid down in chapter IX. The funds required for disbursement will be
obtained by cheques drawn on the State Bank of Pakistan.
203. Arranging Funds. The State Bank of Pakistan will make payments of cheques as
issued by the officers authorized by the Financial Adviser and Chief Accounts Officer to
issue cheques. Payments will be made subject to the availability of budget.
204. Registration of Bills. All bills requiring settlement by cash payments should, as they
are received for internal check be entered in the Register of Bills (A. 204) and should be
numbered in the consecutive order, the date of receipt being entered upon them. The
number thus allotted to each bill will be referred to as the Accounts Bill Number or
briefly as A.B. No.. After a bill has been checked, the amount for which it has been
passed in internal check will be entered in the column of the register (A. 204) provided
for the purpose. The register will be so kept that the particulars of all bills received
during each month are shown distinctly.
2.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
FORM A. 204
expenditure relate.
Particulars of bills.
Date of receipt.
Remarks.
Amount.
Master.
check.
bill.
1 2 3 4 5 6 7 8 9 10 11 12 13 14
205. Bills received with the Settlement Account sent by the various Provincial
Accountants General and other Federal Departments Accounts Officers should not be
entered in the Register of Bills (A. 204). Such bills are liquidated through the Settlement
Accounts.
206. Accounts Enfacement on Bills. All bills entered in the Register of Bills (A. 204)
should be passed on to the sections of the Accounts Office concerned for internal
check. On the completion of *internal check, the bills should be enfaced showing the
amount for which the claim in each case has been admitted by the Accounts Officer,
the total amount deducted and the net amount payable. The allocation of the charge
represented by the bill and of the credit, if any deduction is made through it, should be
entered near the Accounts Office enfacement on a bill. The Accounts Office
enfacement on bills should be in form A. 206. In the case of bills which have to be
discharged through another Accounts Office (c.f. paragraph 214) the words Not to be
included in A. 207 should be distinctly written above the enfacement.
*
In the case of bills under the post-check system, internal check is conducted not at the time of passing
for payment but after payment, vide rules in paragraphs 318 and 319.
2.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
FORM A. 206
207. Abstracts of Bills Passed. The bills passed by the Accounts Officer for payment (i.e.
the bills which require to be discharged by cash or cheque) should be posted into the
Abstract of Bills passed (A.207). The narration of entries in the Abstract of Bills Passed
(A.207) should be sufficiently full and clear to obviate the necessity of reference to the
vouchers. The object of this Abstract is to reduce as much as possible the number of
cheques to be drawn each day and to present in a condensed form to the officer who
has to sign the cheques, the various bills passed by an Accounts Officer. It should give
the particulars of each bill, the amounts drawn and passed, the deductions recoverable
and the net amount to be paid. It should also show the details of cheques to be drawn
as regards the Offices of State Bank of Pakistan and payee and the allocation of charges.
The Abstract should be checked with the connected bills and signed by the Accounts
Officer. As a safeguard against the inclusion of a bill in more than one Abstract, the
enfacement on a bill included in an Abstract should be crossed off by the Accounts
Officer signing the Abstract (A. 207).
FORM A. 207
Departmental A. B.
Net
No. Rendered Brief Amount Account
Deduction amount
and by particulars passed Head
No. Date payable
date
2.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
Second Page
State Bank Transfers Revenue and
A. B. No. Payables Deposits Total
of Pakistan Railways Abstracts so on
Debits ..
Total debits . .
Credits ..
Total credits . .
Third Page
Office of State
Amount Total of Cheque
In whose A. B. No. Bank of Pakistan
of each each No. and Remarks
favour and date on which cheque
item cheque date
is to be drawn
Total
208. The Abstracts of Bills Passed (A. 207) should be numbered consecutively for each
month and these numbers should be quoted in all records in which the Abstracts are
referred to. The Abstracts of each week, fortnight or month should, after their return
from the Pay Master, be bound together and carefully preserved so as to form a
permanent record of bills passed for payment. This record should be treated as a
subsidiary book to the Daily Abstract of Cash Transactions (A.1103).
209. Requisition for Cheques. The cheques required to be issued as shown on the
third page of the Abstract of Bills (A. 207) should be classified, by State Bank of
Pakistan, in form A. 209, Requisition for Cheques. This form duly filled in, together with
the signed Abstracts (A.207) should be submitted with the cheques prepared in
accordance with the details furnished on the third page of the Abstract to the officer
authorized to sign cheques. The officer signing the cheques should not only satisfy
himself that cheques have been correctly drawn in all respects, but, should also check
2.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
the correctness of the entries in the Requisition for Cheques (A.209) which is used as a
voucher for posting the General Cash Book (A.1103). He should cross off the
enfacements on the third page of the signed Abstracts of Bills (A.207) to ensure that
cheques are not prepared more than once for the same Abstracts.
FORM A. 209
No. of Abstract.
Deduction.
Amount of
Cheque No.
Cheque No.
Cheque No.
cheque.
Total.
Amount.
Amount.
Amount.
Total cheques drawn for the day
210. All cheques issued by the Accounts Office in respect of bills passed for payment
should be sent to the Pay Master with the connected bills, Abstracts of Bills (A. 207) and
Requisition for Cheques (A. 209), for arranging payment (see paragraph 941). Before
passing on the bills and the connected documents to the Pay Master for arranging
payments, columns 8 to 10 of the Bill Register (A. 204) should be posted. The Pay
Master will, after making the necessary entries in his Cash Book (A 941), return the
Abstracts of Bills and Requisition for Cheques to the Accounts Office for record.
211. Abstracts of Allocation. The allocation (debits and credits) entered on the Accounts
enfacement (A. 206) on bills passed for payment should be abstracted in an Abstract of
Allocation, form A. 211. A separate Abstract of Allocation should be prepared for each
form A.207.
212. The totals of the several Abstracts of Allocation (A. 211) compiled in a day should
be consolidated into one form, A. 212. From this Consolidated Daily Abstract (A. 212),
which should be totalled at the end of the day, the Daily Abstract of Cash Transactions
(A. 1103) will be posted. The object of the Daily Abstract of Allocation (A. 212) is to
reduce to a minimum the postings in the Daily Abstract of Cash Transactions (A. 1103).
The Daily Abstract of Allocations (A. 212) should bear the date of preparation.
2.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
FORM A. 211
FORM A. 212
Heads of Accounts
No. of Accounts Bills form A. 207
Total
Rupees
Debits . . .. ..
Total debits . .
Credits . . .. ..
Total credits . .
213. Statement of Unchecked Bills. It is essential that all claims against the Pakistan
Railways should be promptly checked and discharged. With a view to ensure that no
delays occur without the knowledge of the Accounts Officer in checking and passing
bills for payment, a statement (A. 213) should be prepared from the Register of Bills (A.
204) on the 11th, 21st and the last day of each month, of bills received up to the 1st,
11th and 21st, respectively, but not passed up to the date of the preparation of the
statement. A separate statement should be compiled for each section of the office to
which bills have been sent for internal check. On these statements (A. 213), which
should be dealt with expeditiously by the sections concerned reasons for the delay in
passing the bills should be noted and submitted to the Assistant Accounts Officer of the
section for scrutiny, and remarks where necessary. They should then be submitted for
the information of the Accounts Officer.
FORM A. 213
STATEMENT OF UNCHECKED BILLS
Entry in the Register of Accounts
By whom Brief Why
Bills (A. 204) Amount Officers
rendered particulars unchecked
No. Date. Remarks
2.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
215. The Accounts Officer or the officer empowered by him should, when authorizing
any payments, stamp with a special seal the document to which he affixes his signature
as an authority to pay. These special seals should remain in the custody of officer
himself and specimen impressions, duly attested should be supplied to all other
Accounts Offices. When any change occurs among the Accounts Officers or the officers
empowered to issue authorities for payments, the fact should be intimated and the
specimen signature sent to other Accounts Offices. The specimen signature when
forwarded on a sheet of paper other than the forwarding letter itself, should be attested
by the officer signing the forwarding letter.
216. The arrangement prescribed in the above paragraph should be observed not only
among all Pakistan Railways Accounts Offices
217. When dealing with an authority for payment, the Assistant Accounts Officer or
Accountant should satisfy himself by comparison with the specimen signature on record
that the signature on it is genuine. He should also see that the authority is stamped with
the special seal of the office of issue. In the case of e-mail/fax authority the payment
should not ordinarily be made or authorized until the post copy of the e-mail/fax is
received, any case of special urgency being specially brought to the notice of the
Accounts Officer for orders.
218. Supply of Specimen Signatures to State Bank of Pakistan. The specimen signature
of all officers who are authorized by the Financial Adviser and Chief Accounts Officer
to sign cheques should be supplied to State Bank of Pakistan with which such Officers
are in account. When an officer authorized to sign cheques is relieved of that duty, the
fact should be intimated to all such Offices of State Bank of Pakistan.
219. Cheques. Detailed rules relating to preparation of cheques are prescribed in the
Pakistan Railways General Code. The stock forms of cheques should be kept locked in
the safe custody of an Accounts Officer. An account of the cheque books in stock
should be kept in a manuscript register and on each occasion a cheque book is issued
or brought into use, the manuscript register should be duly posted and got initialed by
the Accounts Officer.
2.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
FORM A. 219
220. All cheques should be printed and Pakistan Railways be printed on the top in bold
letters so as to enable the State Bank of Pakistan to classify the payments correctly
against the account of the Pakistan Railways.
Bills Recoverable
221. Bill Form. All dues of Pakistan Railways should, as a rule, be realized by the issue
of bills in form A.221.
Bill Form
No. Date.
2.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER II
BILLS
222. Bills Recoverable Register. All bills issued should be entered in a Register of Bills
Recoverable (A.222) and numbered in consecutive order. As the dues are realized,
suitable remarks under the appropriate columns of the register should be recorded. The
register should be reviewed frequently and necessary action taken towards the
realization of the outstanding bills. Particulars of each party will be recorded on Bills
Recoverable Register separately.
How Reference
No.
Against paid, to journal No. of
and When
whom Amount Particulars by cash entry, C. receipt Remarks
date of realized
billed. or R. note, granted
bill.
transfer etc.
2.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER III
INTERNAL CHECKS
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301. Scope and method of internal Check Internal Check should be conducted with
reference to:
(a) the rules and orders issued by the President the Ministry of Railways (Railway
Board), the Member Finance, General Managers of Pakistan Railways and other
subordinate authorities to whom the power to issue rules or orders has been
delegated;
(b) the instructions contained in this and other Pakistan Railways Codes and any
further instructions issued from time to time by the Member Finance, and
302. Internal Check of Sanctions and Orders. All sanctions and orders, involving
financial considerations, i.e., affecting Pakistan Railways receipts and expenditure and
establishment charges, accorded by the Secretary, the Ministry of Railways (Railway
Board) or a higher authority are sent by the Ministry of Railways (Railway Board), to the
General Manager of the Pakistan Railways, in duplicate. It is the duty of the General
Manager to make over the duplicate copies of all such sanctions and orders promptly to
the Financial Adviser and Chief Accounts Officer; and no sanction or order should be
accepted and acted upon unless it is so communicated. The exact procedure for the
communication of sanctions accorded by authorities subordinate to the Ministry of
Railways (Railway Board) may be settled by the Accounts Officers concerned in
consultation with the sanctioning authorities. There is no objection to consolidated
statements of sanctions relating to a particular class of expenditure or transactions being
accepted in lieu of copies of individual orders, provided such statements reach the
Accounts Officer in time for the internal check of the relevant transactions.
303. The scrutiny of sanctions accorded by the General Manager of Pakistan Railways
and authorities subordinate to him devolves respectively on the Financial Adviser and
Chief Accounts Officers and the Accounts Officers subordinate to him. All sanctions to
fresh expenditure (i.e., exclusive of expenditure such as that involved in the grant of
increments under the rules, grant of leave, sanction to officiating arrangements, etc.)
accorded by the General Manager, should be pre-checked by the Financial Adviser and
Chief Accounts Officer, who should advise the General Manager of all sanctions
beyond his powers. If a Financial Adviser and Chief Accounts Officer considers that a
certain expenditure requires higher sanction, but the General Managers do not accept
his views, he should take action as indicated in paragraph 110.
304. All sanctions take effect from the date of issue unless a different date is specified in
the order communicating the sanction. Statutory rules made by the President take effect
from the date of their notification in the Gazette of Pakistan, unless a different date is
specified in the rules themselves.
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305. The Accounts Officer should examine every rule, order or sanction whether issued
by the President or the Ministry of Railways (Railway Board) or any subordinate
authority in order to see:
(a) that the authority framing the rule or according the sanction is competent to do
so ;
(b) that the sanction is definite, and thus needs no reference either to the sanctioning
authority itself or to any higher authority; and
(c) that the rule, order or sanction does not contravene any general or special orders
of any higher authority.
If, in the opinion of the Accounts Officer any rule, order or sanction is open to
objection in the light of facts known to him, he should report the matter to the Member
Finance if the rule, order or sanction was issued by the President or the Ministry of
Railways (Railway Board) otherwise he should take action as indicated in paragraph
110 and 111.
306. When a sanction to expenditure received by the Accounts Officer has been
examined and admitted as regular and correct, the check of expenditure against the
sanction becomes a simple matter as it has merely to be seen that the expenditure
conforms to the provisions of the sanction. The utmost care and attention should be
devoted to the work connected with the internal check of sanctions to expenditure as,
once a sanction has been accepted in internal check, expenditure may have to be
passed against it for a length of time.
307. Register of Sanctions. All sanctions to expenditure should be noted and properly
attested in a prescribed register or other record against which the internal check of the
expenditure will be conducted, and if it is known that the charge will entail a recovery
from a third party, or such a recovery has been ordered by the sanctioning authority, a
note of the recovery due should also be made and properly attested in a record
maintained for the purpose so that it may be watched.
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conducted against them for an indefinite length of time. They should accordingly
receive the personal attention of the Accounts Officer and should be formally accepted
by him before they are admitted in internal check.
310. Internal Check of Contracts and Agreements. The rules in this connection are
contained in paragraphs 402-S and 1121-E.
311. Internal Check against provision of Funds. Internal check against provision of
Funds should be directed primarily to ascertain that the money expended has been
applied to the purpose or purposes for which the allotments of the Grants and
Appropriations specified in the Budget order and the Pink Book (Pakistan Railways-
Current Expenditure and Capital Outlay) (see paragraph 420 et seq of the Pakistan
Railways General Code) were intended to provide and that the amount of expenditure
against each Grant or Appropriation does not exceed the amount allotted.
312. The Accounts Officer has to satisfy himself that the expenditure which is being
checked falls within the ambit of a Grant or an Appropriation (accordingly as the
expenditure is Charged or Other than Charged) duly authenticated and that it is
within the sanctioned allotment under that Grant or Appropriation. Expenditure in
excess of the allotment under a Grant or Appropriation as well as expenditure not
falling within the scope or intention of any Grant or Appropriation as specified in the
Pink Book (Pakistan Railways-Current Expenditure and Capital Outlay), unless
regularized by a supplementary allotment, should be treated as unauthorized
expenditure.
313. The responsibility for watching the progress of expenditure against a Grant or
Appropriation devolves on the Executive and the Executive is ultimately responsible for
keeping the expenditure within the Grant or Appropriation. Accounts should, however,
render all legitimate assistance to the Executive in this matter and should see that
suitable and adequate arrangements exist in all departments or divisions of Pakistan
Railways for the control of expenditure.
315. The Accounts Officer should scrutinize all appropriations and reappropriations
sanctioned by the competent authorities to see:
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(a) that the total amounts allotted by the executive authorities do not exceed
the Grant or Appropriation placed at the disposal of such authorities;
(a) that the amounts due to Pakistan Railways for services rendered, supplies
made, or for any other reason, are correctly and promptly assessed and
recovered as soon as they fall due;
(b) that all receipts are properly brought into account; and
317. Internal Check of Expenditure Pre-check and Post-check. All claims against
Pakistan Railways should be checked by the Accounts Officer before payment is made.
As exceptions to this general rule, the following payments may be made before such
check, but they should all be post-checked in the Accounts Office:
(b) payments from station earnings when permitted under rules (c.f. paragraph
1405-G);
(c) payments which fall due in respect of construction works, provided they are
subjected to a preliminary scrutiny by the Divisional Accountant posted by the
Accounts Officer to the construction division;
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(e) payments of certain classes of pay bills of open line staff specially permitted
to be made by the Financial Adviser and Chief Accounts Officers under
paragraph 318 and 319.
318. Post-check System. The Financial Adviser and Chief Accounts Officers of railway
may permit the payment of any class of pay bills before internal check, either:
(a) when the ordinary procedure of pre-check in offices under his control is
likely to lead to any delay and thereby cause any inconvenience to the staff
affected or violate any of the provisions of the extant statutes (e.g., Payment of
Wages Act), or
provided that the pay bills proposed to be brought under the post-check system, are
prepared by staff conversant with the relevant rules and regulations and such staff can,
in the opinion of the Financial Adviser and Chief Accounts Officers, be relied upon to
prepare the bills and payroll accurately.
319. Subject to the detailed instructions which may be prescribed by the Financial
Adviser and Chief Accounts Officer, the following procedure should be observed in
regard to pay bills:
(a) the bills should be prepared with the greatest accuracy possible, and
together with a certificate to the effect that to the best of his knowledge, it is a
correct abstract of the bill which has been prepared in accordance with extant
rules and orders should be furnished by the bill-preparing officer.
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NOTE. Deleted.
(c) The original abstract should be submitted to the Accounts Officer for
arranging payment, the concerned bill being sent direct or through the Accounts
Officer, if so directed by him, to the Divisional Pay Master/Sectional Pay Master.
The forwarding endorsement on the abstract should clearly indicate the latest
date on which payment is to be made to the employees concerned. The Abstract
should be accompanied by all the deduction sheets (e.g., General Provident
Fund deduction sheets, Income tax deduction statements, etc.) pertaining to the
bill.
(e) All bills under the post-check system should be prominently enfaced by
means of a rubber stamp or otherwise, as follow:
(f) No payment should be made by a Sectional Pay Master on a bill under the
post-check system, until after the receipt of the corresponding abstract duly
passed by the Accounts Officer. On receipt of a passed abstract, the Sectional
Pay Master should link up the corresponding bill, if received separately by him,
and make payments on the dates specified on the abstract. The paid bills
together with the connected abstracts should be returned so as to reach the
Accounts Office within ten days of their receipt by the Sectional Pay Master.
(g) If any items included in such bills remain unpaid, the unpaid amounts should
be dealt with in the usual way, a copy of the unpaid wages list (A. 952) being
furnished to the Accounts Officer and to the authority who prepared the bill.
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(h) In the Accounts Office all bills under the post-check system should, on
receipt from the Sectional Pay Master, be subjected to all the internal checks
prescribed in the following paragraphs, and any irregularities noticed should be
promptly reported to the bill-preparing officer for regularization.
320. Scrutiny of Expenditure. All claims against Pakistan Railways should be scrutinized
with a view to see;
(b) That all prescribed preliminaries to expenditure are observed, such as proper
estimates framed and approved by competent authority for works expenditure, a
health certificate obtained before disbursement of pay to Pakistan Railways
servant, etc.
(c) That it is covered by the grant at the disposal of the officer incurring it or by
funds reappropriated by competent authority for the purpose.
(d) That the expenditure does not contravene any rules and orders in force, or
any special or general orders issued by competent authority.
(e) That the expenditure does not involve a breach of the canons of financial
propriety.
(f) That the expenditure sanctioned for a limited period is not admitted beyond
that period without further sanction.
(g) That, in the case of recurring charges which are payable on the fulfilment of
certain conditions or up till the occurrence of a certain event, a certificate is
forthcoming from the drawing officer to the effect that the necessary conditions
have been duly fulfilled or the event has not yet occurred.
(h) That the expenditure has been properly and fully vouched and that payment
has been so recorded as to render a second claim on the same account
impossible.
(i) That the charge is correctly classified, and that, if a charge is debitable to the
personal account of a contractor, employee or other individual or is recoverable
from him under any rule or order, it is recorded as such in a prescribed account.
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321. Check of Bills. All bills should, in so far as they represent claims against Pakistan
Railways, be scrutinized as required by the preceding paragraph. They should, in
addition be checked to see:
(a) That they are in the prescribed form, are written in ink, and are in original.
(b) That they are in English, or if in other language, have been rendered into
English, that their total is given both in words and in figures, that there are no
erasures, and that any alterations in the totals are attested as many times as they
are made.
(c) That Fund and Income tax deductions have been correctly made.
(d) That they bear a certificate, wherever necessary, from the responsible officer
that the services for which the payment is claimed have been actually rendered.
(e) That, if the proof of the correctness of a claim does not accompany the bill,
e.g., the leave account of a subordinate for whom leave salary is drawn, a
certificate is furnished that the claim has been checked with the relevant
document and found correct.
(f) That if the bill is for tools or other articles of equipment for which an
inventory is prescribed, it has been certified by the responsible officer that the
necessary addition has been made in the inventory. (c.f. Chapter XX of the
Pakistan Railways Code for the Stores Department).
(g) That, in the case of pay bills, the signature of the officer drawing the bill
agrees with his specimen signature furnished to the Accounts Officer under
paragraph 1643 of the Pakistan Railways General Code.
322. Post-check of Paid Vouchers. Paid vouchers and bills on which no more payment
can be made are received from Pay Department, vide paragraph 954. On receipt of the
vouchers and bills in the Accounts Office, column 11, viz., of the Bills Register (A.204)
should be filled up, so that the bills outstanding with the Pay Master can be known and
called for in due time. In the case of vouchers relating to gratuity payments, the number
and date of the pay order should also be noted in the General Provident Fund Ledgers
of the staff concerned. Bills which have not been pre-checked should then be sorted
out and sent to the section concerned for internal check, vide paragraph 319 (h).
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323. All bills, whether under the pre-check or the post-check system, on which
payment has been made should be post-checked to see:
(b) That the payment has been made to the right person, and the voucher is a full
legal acquittance for the amount due, so that a second claim against Pakistan
Railways on the same account is impossible.
(d) That if the amounts are not acknowledged by the payees, a responsible
officer has certified that the payment has been made by him or in his presence.
(e) That each voucher is cancelled in some efficient and prominent way.
NOTE. Receipt stamps affixed to paid vouchers should be punched or defaced with PAID stamp.
324. Internal Check of Debt and Remittance Transactions. The general principles and
rules of internal check which govern check of expenditure apply mutatis mutandis to
disbursements under Debt and Remittance heads (see paragraph 1005). In the case of a
repayment, Accounts should check the payment against the original receipt and should
satisfy itself that the repayment is made according to the rules, regulations or orders
which govern the transactions. Similarly, in case of a payment subject to recovery,
Accounts should ascertain that the payment conforms to the authority which governs it
and has further to watch that the moneys are regularly repaid by the debtor.
325. Deposits. In the case of moneys received to be held as deposits with Pakistan
Railways, it should be examined whether such moneys can be properly credited to the
account of the railway by virtue of general or special orders of the General Manager or
higher authorities. It should also be seen that no item is credited as a deposit in the
books of account of Pakistan Railways which could be credited as a revenue receipt or
in reduction of ordinary expenditure of Pakistan Railways. In respect of repayments of
deposits, Accounts should examine that there are proper vouchers in support of the
amount repaid and should check each repayment against the original receipt either
individually or against the total credit in a particular account in order to ensure that
repayments do not exceed the amounts originally received. It is also the function of the
Accounts Department to see that balances in deposit accounts are correctly carried over
from year to year, that the balance at the close of the year in each account is
acknowledged as correct by the person or body concerned where necessary and
practicable and that any deposits remaining unclaimed for such period as have been
prescribed, vide paragraph 1121, are duly credited as receipts.
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326. General Provident Fund. The internal check of transactions pertaining to General
Provident Fund controlled by Pakistan Railways mainly consists in seeing that these
transactions conform to the rules or regulations governing the administration of Fund
and any subsidiary instructions issued thereunder. Subscriptions to a General Provident
Fund can be received only from such railway/government servants as are either
required or permitted by the rules of the Fund to subscribe to it. Having satisfied itself
on this score, Accounts should see that subscriptions and any other dues recoverable
under the rules of a duly and regularly recovered from the railway/government servants
concerned. Finally, it should be verified that the accounts of the Funds are correct both
in total and in the detailed accounts of the subscribers.
328. Internal Check of Control Accounts. Check of transactions under control accounts
consists not only in applying the ordinary procedure of internal check of expenditure
and receipts but also in seeing:
(a) that the balances under these heads continue to represent bona fide assets or
liabilities capable of being realized or settled, as the case may be; and
(b) that satisfactory action towards such realization or settlement is being taken
by the officers responsible.
All balances under control accounts should be reviewed at short intervals and in
reviewing the balance it should be secured that no item remains unadjusted longer than
is reasonably necessary to bring about its clearance in the ordinary course with due
regard to the rules applicable to each case. (For detailed rules in this connection, see
Chapter XVI).
329. Internal Check of Refunds. Charges for refunds are, in essence, of the nature of
disbursements under deposit heads and the provisions of paragraphs 324 and 325
relating to repayment of deposits apply mutatis mutandis to these transactions. To
prevent a second claim, a note should be kept against the corresponding item of
receipt, wherever practicable.
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330. Internal Check of Workshop Accounts. The check of workshop accounts includes
not only the usual scrutiny of the admissibility of the payments and the correctness of
the accounts, but also an examination of any cost accounts, where maintained, in order
to test whether they are correctly compiled and made to tally with the expenditure
accounts. Appreciable discrepancies between the aggregate of the expenditure charged
to various jobs and the figures in the expenditure account should be investigated.
Detailed rules relating to check of workshop expenditure are laid down in the Pakistan
Railways Code for the Mechanical Department (Workshops).
331. It is a duty of the Accounts Department to verify that stores received in the
workshops are properly brought to account and that the issue of stores against work
orders is properly controlled.
332. In the case of manufacturing operations, the financial results and the cost of
manufacture should be scrutinized from time to time with a view to eliminating wastage
and ensuring efficiency.
333. The accounts of workshops should be scrutinized to verify that they form an
accurate and complete record of all the financial transactions directly or indirectly
affecting workshops.
334. Internal Check of Stores Transactions. The internal check of stores transactions of
Pakistan Railways should be directed to ascertain that the departmental regulations
governing purchase, receipt and issue, custody, condemnation, sale and stock-taking of
stores are properly carried into effect, and to bring to notice any important deficiencies
in quantities of stores held, or any grave defects in the system of control. Detailed rules
in this connection are laid down in the Pakistan Railways Code for the Stores
Department.
(a) these are properly sanctioned, are made economically and in accordance
with any rules or orders made by competent authority for purchase of stores for
Pakistan Railways; in particular, when stores are purchased from contractors, the
system of open competitive tender is adopted and the purchase is made from the
lowest tenderer, unless there are recorded reasons to the contrary ;
(b) the rates paid agree with those shown in the contract or agreement made for
the supply of the stores; and
(c) certificates of quality and quantity are furnished by the passing and receiving
Pakistan Railways servants before payment is made.
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Accounts should call attention to cases of uneconomical purchases of stores and to any
losses, which may be clearly and definitely attributed to the defective or inferior nature
of stores which were accepted and certified to be satisfactory in quality.
336. Accounts should see that the accounts of receipts of stores, whether purchased, or
otherwise obtained, and of their issues and balances are correctly maintained. Where a
scale has been prescribed for issue of stores of any particular kind, it should be seen
that the scale is not exceeded.
337. Stores, in many cases, represent a locking up of capital, which is not justifiable
unless essential. In order to effect economy in this direction, Accounts should see that
the balance in hand does not exceed the maximum limit prescribed by competent
authority and is not in excess of requirements for a reasonable period.
338. The accounting for and maintenance of unserviceable stores which cannot be
utilized by the department in whose custody they are kept involve waste of labour and
space. The retention of stores in excess of the probable requirements of the department
in the near future may result in loss through deterioration. Accounts should, therefore,
see that measures are taken to survey, segregate and consider the disposal of
unserviceable, surplus and obsolete stores in accordance with the procedure prescribed
for this purpose.
339. It is an important function of the Accounts Department to ensure that the articles
in stock are counted periodically and otherwise examined to verify the accuracy of the
quantity balances in the books (c.f. paragraph 703). Accounts should, to the extent
authorized in the Pakistan Railways Code for the Stores Department, assume
responsibility for the physical verification of stores, and investigate balances of stores, if
any discrepancies in the stores accounts suggest that such action is necessary. Where,
under the rules, Executive Officers are required to verify periodically stores in their
custody, Accounts should call for certificates of verification of stores from the Executive
Officers concerned and see that the system of verification adopted by the executive is
adequate and proper. All discrepancies found on stock-taking, whether by Accounts or
the Executive, should be properly investigated, and adjusted. Wherever possible, the
staff responsible for the verification should be independent of the staff which is
responsible for the physical custody of the stock or for keeping accounts of it.
(a) the stores are priced with reasonable accuracy and according to rules and
procedures given in Pakistan Railways Code for the Stores Department.
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(b) the numerical balance of stock material is reconcilable with the total of value
balances in the accounts at the rates applicable to the various classes of stores;
and
(c) steps are taken for the adjustment of differences on stock-taking or for other
causes, and that these are not indicative of any serious disregard of rules.
342. No precise rules can be laid down for regulating the course of internal check
against propriety. Its object is to support a reasonably high standard of public financial
morality, sound financial administration and devotion to the financial interests of the
Country. Accounts Officers, in the performance of their duties, should, in any case,
apply the general principles laid down in paragraph 807-G, which have for long been
recognized as standards of financial propriety. The proper discharge of duties by an
Accounts Officer in this field is a very delicate matter and requires much discretion and
tact. A challenge against expenditure should not be expressed as based on "canons of
financial propriety", but as transgressing a universally accepted standard of official
conduct or financial administration.
343. Check of Departmental Manuals. Though the Accounts Department is not required
to undertake the formal scrutiny of departmental manuals of other departments when
these, so far as financial and accounting matters are concerned, merely reproduce
extracts from Codes, Regulations, Rules, etc., yet any rules in them which introduce
new detailed financial, accounting, or internal check procedure or authorize deviations
from the procedure laid down in Pakistan Railways Codes, should be examined by the
Accounts Officer with a view to see whether they are intra vires of the authority issuing
the manual and in accordance with International Financial Reporting Standards (IFRS).
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NOTE. Regular test-check of some portion of the work of each staff should be done every month both by
the subordinate supervising staff and gazetted officers. The items to be checked and the extent of test-
check should be prescribed by the Financial Adviser and Chief Accounts Officer. The results of the test-
check should be systematically recorded and submitted to the Financial Adviser and Chief Accounts
Officer for review, at prescribed intervals.
345. Check of Records not submitted to the Accounts Office. Initial records, which are
not submitted to the Accounts Office in support of claims or in support of the
correctness of an account of receipts or expenditure rendered to the Accounts Office,
should be inspected locally to such extent as the Financial Adviser and Chief Accounts
Officer may prescribe subject to the general orders contained in Chapter VII.
(a) As a general rule, a claim may be disallowed only when there is prima facie
evidence that it is incorrect and that its payment might result in loss to Pakistan
Railways.
(b) Claims, though technically open to objection (e.g., want of proper allocation
or of sanction to estimate or appropriation) must be admitted if they are prima
facie correct and if Pakistan Railways is clearly liable for them; and claims which
are open to substantial objection but which do not affect the title of the payment
to the amount claimed may be admitted at the discretion of the Financial
Adviser and Chief Accounts Officer if the postponement of disbursement till the
removal of the objection is likely, in his opinion, to cause undue delay and
hardship to the payee. Certain claims may, in the opinion of the Accounts
Officer, be irregular, but the General Manager or any subordinate authority to
whom the power has been delegated (vide paragraphs 1703-G and 1048-E) may,
in spite of the view of the Accounts Officer, take upon himself the responsibility
of ordering that the claim be accepted. In all such cases, where claims
considered as technically open to objection or irregular by the Accounts Officer
are passed for payment, the expenditure should be passed provisionally and
placed under objection.
(2) Payments made before scrutiny by the Accounts Office, if found to be irregular in
internal check, should also be placed under objection.
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347. Correct preparation of Bills. The correct preparation of bills in every particular by
Departmental Officers should be insisted on by the Accounts Officer. Failure in this
respect necessitates a larger accounts staff than would otherwise be necessary and leads
to delays in payments. Instances of gross or repeated carelessness in the preparation of
bills should be brought specially to the notice of the head of the office concerned and,
when necessary, to the head of the Department.
(a) The Financial Adviser and Chief Accounts Officer or his Deputy may waive
the objection if there is irregular expenditure not exceeding Rupees 50,000 in
any individual case; any other Gazetted Officer may exercise the same power up
to a limit of Rupees 10,000. If the irregularity is such as is likely to recur, the
Drawing Officer should be told that the expenditure, although admitted, was
irregular.
(iii) if sufficient proof that the expenditure has been incurred has not been
produced, the Financial Adviser and Chief Accounts Officer is satisfied
that undue trouble will be caused by his insisting on the submission of
such proof, and sees no reason to doubt, that the charge has been
actually paid.
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(c) The recovery of a payment not exceeding Rupees 10,000 in each case, may
be waived by the Financial Adviser and Chief Accounts Officer, or his Deputy, if
the amount, for any reason becomes irrecoverable, or if, in the case of a
recoverable personal claim, disbursed more than a year previously, he is
satisfied that Pakistan Railways servant concerned drew it under a reasonable
belief that he was entitled to it. An officer in independent charge of a Sub-
accounts Office or in charge of a branch of an Accounts Office may exercise this
power up to Rupees 1,000 in each case.
(e) Any Gazetted Officer may write off losses on account of base or counterfeit
coins and may write off freight on missing or unclaimed goods or parcels up to
any amount. The Financial Adviser and Chief Accounts Officer or his Deputy
may write off other irrecoverable earnings up to Rupees 1,000 in each case
when he is satisfied that in the circumstances in which the amount has become
irrecoverable Pakistan Railways Administration would write off the amount, if
approached.
(f) The above limits may be modified by the General Manager to any extent
within the powers of write-off delegated to him. The principle underlying the
grant of these powers to the Financial Adviser and Chief Accounts Officer is that,
when an objection is of a purely formal nature and the amount involved
relatively trifling and the Financial Adviser and Chief Accounts Officer has
reason to think that the expenditure will be sanctioned by the authority
competent to sanction if formally referred to it, it may be waived by the
Financial Adviser and Chief Accounts Officer himself without such a reference.
349. The power given to Accounts Officers under the preceding paragraph of waiving
recovery of overpayments or undercharges may be exercised whether the transactions
are pre-checked or post-checked and whether the irregularity has come to notice in the
course of internal check or has been brought to notice by Audit. A register in form A.
349, should be maintained of all recoveries foregone by the Accounts Officer under the
powers given under paragraph 348. This register should be open to inspection by Audit
at any time.
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NOTE. Recoveries foregone by the administrative and executive authorities should also be recorded in the
Register of Recoveries Foregone (A. 349).
FORM A. 349
350. Treatment of Erroneous Payments. When erroneous payments have been passed
for a considerable time, owing either to a wrong interpretation of financial rules or to
oversight, the following procedure should be observed;
(b) When erroneous payments, have been passed through oversight in the
Accounts Office, payments made less than 12 months ago, should be recovered,
and the orders of competent authority obtained with regard to previous
overpayments.
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FORM A. 352
353. Objection Statements. On open lines of Pakistan Railways, all objectionable items
noticed in the internal check of bills or documents other than establishment bills should
be communicated to the officer concerned through Objection Statements in form A.
353. Irregular or objectionable outlay (of the nature of expenditure incurred in the
absence, or in excess, of sanctioned estimates or appropriations), which comes to
notice after the postings in the register of works and allocation registers are totalled up
and reconciled with general books, should also be intimated to the officers responsible
for the outlay through form A. 353. In the case of lines under construction, the
objection statement will be in form E. 1537.
FORM A. 353
OBJECTION STATEMENT
Amount
Reference to bills Particulars of
Amount objected
and other expenditure
to of sanctioned of expenditure up
documents objected to
estimate to date
1 2 3 4 5
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER III
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Amount
Explanation of the Remarks and final
Grounds of
officer responsible orders of Accounts
of sanctioned of expenditure to objection
for the outlay Officer
appropriations end of month
(Rupees) (Rupees)
6 7 8 9 10
N.B. Columns 4 to 7 need be filled in only when the objection is want of or excess over sanctioned
estimate or appropriation.
354. In all Disallowance Lists (A. 352) and Objection Statements (A. 353), the reasons
for the disallowance or objections should be stated concisely and clearly, the rules or
orders on which each disallowance or objection is based being mentioned.
Departmental Officers are required to record their replies to disallowances and
objections against each item in the Disallowance List or Objection Statement in the
column provided for the purpose. These replies, together with the Accounts Officers
rejoinder or final orders, should be entered in the office copies of forms A. 352 and A.
353 kept in the Accounts Office. On the final disposal of a Disallowance List or an
Objection Statement, it will be returned to the Officer responsible for the outlay, for
record in his office.
355. As soon as the accounts for a month are closed, the Disallowance Lists (A. 352)
and Objection Statements (A. 353) issued during that month should be carefully
scrutinized and all items still unadjusted or which are still held as objectionable should
be transferred to the Objection Book (A. 356) under the appropriate headings thereof
(c.f. paragraph 358). All item finally disallowed should be transferred to the Savings
Register (A. 357).
356. Objection Book. An Objection Book in form A. 356 should be maintained in each
Accounts Office or Section of Accounts Office responsible for the internal check of
expenditure.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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FORM A. 356
OBJECTION BOOK
Class of Objection
*The amount placed under objection during the month or the amount cleared during the month and the
progressive total should be shown as the numerator and denominator, respectively of a fraction thus,
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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358. Classification of Objections. For the purpose of posting the Objection Book (Form
A. 356) the various items of expenditure held under objection are classified as follows;
359. Posting of Objection Book. Separate pages should be allotted in the Objection
Book for each class of objection. Objections should be recorded under the appropriate
classes and arranged by the class of expenditure, viz., Capital and Revenue, to which
they relate. All objections raised by the Accounts Office, as a result of internal check, or
by the Statutory Audit Office should, after their posting in the Objection Book, be
watched until they are cleared. An objection may be cleared;
Objections raised by Audit should be recorded under the month in which the objection
is raised reference being quoted to the number and date of the document concerned.
Even if an objection raised by Audit is not accepted by the Accounts Officer as valid it
should be recorded in the Objection Book (A. 356), if convenient in a separate portion
of the register, and the objection should not be considered as having been cleared until
it has been either withdrawn by Audit or over-ruled by competent authority.
360. Subsidiary Objection Book. A subsidiary Objection Book should be maintained for
the record of petty objections like want of detailed vouchers and payee's receipts.
This book should be examined every month and the total amount outstanding therein
after the end of the second month following that to which the objections relate should
be transferred to the main Objection Book without any details beyond the serial
numbers of the items or other indication that may be necessary for identification. This
procedure may, at the discretion of the Member Finance be extended to other definite
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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classes of objections of a similar nature, provided that such objections do not involve
substantial deviations from the rules.
361. Review of Objection Books. The Objection Books should be closed every month
by the 15th and an analysis of the objections and their clearance should be prepared in
the form given below and submitted along with the Objection Book to the Accounts
Officer in charge of the office or section.
FORM A. 361
ANALYSIS OF OBJECTIONS
362. Expenditure which has been authorized by the General Manager, but which
requires the sanction of an authority higher than the General Manager, should be
recorded in a separate folio of the Objection Book (A. 356), through which the receipt
of the sanction should be watched. Such expenditure should be separately mentioned
in the statement submitted to the Member Finance, vide paragraph 367.
363. The Objection Book is not intended to watch recoveries of advances and other
similar expenditure for the record of which separate accounts have been prescribed.
364. Register of Serious Irregularities. Every Accounts Officer should, in addition to the
Objection Books (form A. 356), maintain a record of the more important irregularities
which he has noticed in the course of his internal check or inspection or which have
been brought to his notice by Audit, and of the action taken by him. All cases of losses,
frauds, or embezzlements in his accounts circle should also be recorded in this register.
This record should be open to inspection by Statutory Audit at any time. The entries in
the register should be reviewed by the Accounts Officer once a month and suitable
action taken on all outstanding cases.
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365. Regularization of Objections. It is the duty of the Accounts Officer to take all
necessary action without avoidable delay to secure the regularization of all expenditure
placed under objection. The Accounts Officer should, if necessary, send extracts from
the Objection Book to the various Divisional Officers concerned and ask them in
writing to intimate to him the action taken by them in each case. With regard to all
serious irregularities, the Accounts Officer should see that adequate action, disciplinary
or otherwise, is taken and that the responsibility of the supervising staff is enforced. If
the Financial Adviser and Chief Accounts Officer considers that any irregularity is so
serious and important that it should be brought to the notice of the Ministry of Railways
(Railway Board) at once or that the action taken by the Administration in a particular
case is insufficient he should request the General Manager to report the matter to the
Ministry of Railways (Railway Board) for orders, furnishing at the same time for
transmission to the Ministry of Railways (Railway Board) a statement of the reasons for
which he considers such action imperative. If the General Manager refuses to do so, the
Financial Adviser and Chief Accounts Officer may report the matter to the Member
Finance for such action as he may consider necessary.
366. Objections Outstanding for Over Three Months. Items which have remained
under objection for more than three months should be transferred to a special register
and all action taken to secure their clearance should be noted therein. For this purpose
a separate page should be set apart for each item under objection. This register should
be reviewed every month by the Accounts Officer.
(1) The statement for the half-year ending the 30th June should include items of
objections relating to the accounts for the half-year ending the 31st December of
the preceding year but not cleared up to the close of the accounts for June of the
following calendar year. Similarly, the statement for the half-year ending the 31st
December should include items of objections relating to the accounts for the
half-year ending the 30th June but not cleared up to the close of the accounts for
December of the same year. These statements should reach the Member Finance
by the 20th August and 20th February, respectively. The Member Finance will
bring all important cases to the notice of the Ministry of Railways (Railway
Board).
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(2) The items of objections included in this statement should be grouped under
the following headings:
(a) No Estimate.
(b) Excess over Estimate.
(c) Miscellaneous items.
(3) The total number of items and the total amount of expenditure under
objection should be shown under each group, the following items being
detailed:
(b) Those in which the Accounts Officer considers that sufficient action is
not being taken by the local administration or officers.
(c) Those in which action taken locally is sufficient but in which it may
appear that regularization is delayed for want of due attention elsewhere.
(4) In the case of objections under the group Excess over Estimate the amount
of estimate should be shown under the appropriate column.
(5) The action taken by the Accounts Officer to secure clearance of items under
objections should be briefly but clearly stated in the column provided for the
purpose.
FORM A. 367
Name of No. of Items Month in the Amount of Amount held under Actions
work or accounts of Estimate objection taken to
particulars which the secure
of Items objectionable During the To end of clearance of
outlay first half-year the half-year objections.
appeared
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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368. Reports to the Member Finance. Any matters of major financial importance which,
in the opinion of the Financial Adviser and Chief Accounts Officer of Pakistan Railways
are likely to be of interest to the Member Finance should be brought to the notice of the
latter as and when they arise.
370. Objections relating to Receipts. The clearance of objections raised in the course of
scrutiny of receipts, should be watched in the same way as that of objections relating to
expenditure. The objections relating to traffic receipts may be against Government
Department or against railway stations. Those against Railway stations, whether raised
by the Financial Adviser and Chief Accounts Officer or by Audit should be recorded in
a register, separately by each station and by each month, until such time as the
objections have been either withdrawn or have been taken into account in the Station
Balance Sheet, subsequent watch over their clearance being effected through the
Station Balance Sheet (c.f., Chapter XXIII). Objections against departments other
Government will be recorded in the Accounts Office Balance Sheet (c.f., Chapter XXIV).
Objections outstanding at the end of a month should be carried forward to the next
months account. Outstandings more than twelve months old should be separately
watched through a special register similar to that prescribed in paragraphs 366 and
should be reported annually by the 20th August to the Member Finance. In the report to
the Member Finance, only items of objections exceeding Rupees 100,000 need be
detailed. Items of Rupees 100,000 and below may be grouped together under one entry
for each year, subject to the condition that the date of the earliest item is indicated. The
Financial Adviser and Chief Accounts Officer should arrange for a regular review of all
records of objections by a Gazetted Officer and for a report of the progress of their
clearance being made to him every month.
(c) taking departmental action against the delinquents responsible for losses or
frauds, are laid down in Chapter XVIII of the Pakistan Railways General Code.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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INTERNAL CHECK
The rules contained in the following paragraphs prescribe the procedure to be followed
by the Accounts Officer.
373. When a fraud or loss comes to notice, the Accounts Officer should (a) when the
investigation is made by the executive officers, call for a complete report detailing the
nature and extent of the loss, the error or neglect of rules by which such loss was
rendered possible and the prospects of effecting a recovery, and (b) in all other cases,
investigate it fully with a view to fixing individual responsibility, and finding out
whether the fraud or loss was rendered possible by any defect in procedure or violation
of rules.
374. The Financial Adviser and Chief Accounts Officer of Pakistan Railways should
make a report of all important cases of fraud, embezzlement or loss to the Member
Finance and state therein:
(1) The various ways in which embezzlement or fraud was committed and the
amount misappropriated in each way, working up to the total amount of the loss
involved;
(b) whether it appears that the Code Rules are ineffective to prevent such
frauds, and if so, how they require modification, and
(c) if in (b), any Pakistan Railways servant at fault is under the control of
the Accounts Officer, what action has been taken in respect of the
formers error.
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INTERNAL CHECK
375. The Financial Adviser and Chief Accounts Officer should also consider whether
adequate disciplinary action has been taken, and if he considers that the action is not
adequate he should bring it to the notice of higher authority. In cases of fraud, in
particular, he should see that the desirability of a criminal prosecution of the individual
responsible is considered, and competent legal advice obtained on the question
whether the prosecution is likely to be successful.
NOTE. The term Railway/Government servants includes persons who though not technically borne on
a regular Pakistan Railways/Government-establishment are duly authorized to receive money on behalf
of the Railway/Government.
377. Buildings, Land, Stores and Equipment. Losses or deficiencies should be recorded
in the books of account in accordance with the Chart of Accounts. If any transactions
under these categories are recorded under a respective head, the losses relating thereto
should be written off under respective head also.
378. Cash in hand, whether in the Cash Office or as Imprest with Government /
Pakistan Railway servants. All losses or deficiencies should be recorded in the books of
account as required by the Chart of Accounts. The acceptance of counterfeit coins or
notes is regarded as a loss of cash. Any recovery made in the course of the year in
which the losses are brought to account should be shown by deduction from the head
under which the loss is recorded. Any recovery made after the accounts of the year are
closed should be recorded as other income or adjustment of amount recoverable as the
case may be in the year of receipt.
379. Irregular or Unusual Payments. These should be recorded in the Accounts with
general reference to the Chart of Accounts and according to the nature of expenditure.
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INTERNAL CHECK
380. Loss of Stores. Where losses are an inevitable feature of the working of a particular
department, the major head of account under which the expenditure of that department
is recorded should contain separate detailed heads against which such losses should be
shown. It is in conformity with this rule that losses of cash and stores are exhibited
under certain separate heads in the Chart of Accounts (Appendix XVI).
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
CONTENTS
11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
CONTENTS
12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
401. Introductory. Subject to the detailed instructions contained in the next two
chapters, the following rules should generally be applied in the internal check of
establishment claims.
402. The internal check of establishment claims should be conducted with reference to
the authorized rules and regulations and the extant orders and sanctions.
404. Check against Sanctions and Funds. All charges relating to establishment should,
in common with other kinds of expenditure, be covered by the sanction of the
competent authority and be within the sanctioned budget provision. In the internal
check of establishment charges, it is not only sufficient to see that sanction exists for the
incurrence of the expenditure, but it should also be seen that the charges, if relating to
pay and allowances, are incurred against sanctioned posts. The check against budget
provision should, in the case of open lines, be conducted with reference to the detailed
estimates sanctioned by the General Manager (see paragraph 809-G) and through the
monthly Financial Reviews (G. 817) and, in the case of lines under construction,
through the Schedule of Expenditure against Budget Grant (E. 1503).
A. PAY BILLS
405. Method of Check. The internal check of pay and allowances charged, should be
conducted on the basis of the information given in the Attendance Register, Time Sheets
(W. 461A), Summary of Time Sheets (W. 464A), Memorandum of Differences (G. 1645)
and the Attendance Report (G. 1652) which accompany the pay bills, and, in cases
where form G. 1645 is not submitted with the pay bills (vide note under paragraph
1644-G), on the basis of the information given in the pay bills themselves.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
407. Detailed Check. The detailed check should be carried out with reference to the
following:
1. For new posts---
Sanction to the post. This should be communicated to the Accounts
Officer by the sanctioning authority (see paragraph 302).
2. For first appointment to Railway Service---
(a) Order of appointment.
(b) In the case of gazetted officers and non-gazetted employees, service
agreement.
(c) Deleted.
(d) Health certificate as required by rules.
(e) Deleted.
3. For transfer
(a) Last Pay Certificate.
(b) Reports of dates of giving and taking over charge.
4. In case of leave
(a) Sanction to the leave, and statement of its nature and extent.
(b) Admissibility of the leave salary claimed under the rules applicable to
each case. (See also paragraph 1657-G.)
(c) Deleted.
(d) Report of the date on which leave was availed.
(e) Sanction for substitute, if any.
(f) Report of the date of return to duty.
(g) Last Pay Certificate on return from leave out of Pakistan and
intimation of the date of landing in Pakistan.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
408. Check of Recoveries. The Accounts Office is responsible for seeing that all sums
due to be recovered from the pay of a railway servant (and creditable to Government
authorities, funds, societies, etc.) are correctly recovered. These recoveries include
subscriptions to and repayment of advances from General Provident Fund, taxes on
income, house rent, security deposits, deductions in connection with the Pakistan
Railways Servant Welfare Fund, Pakistan Railways Servant Benevolent Fund and court
attachments.
409. Check of General Provident Fund Recoveries. In the case of subscribers to the
General Provident Fund, the rate of pay entered in the Schedule of General Provident
Fund deductions attached to the pay bills for June paid in July, should be checked by
the Section which passes the pay bill before the schedules are made over to the Fund
Section.
410. Pakistan Railway Servants Welfare Fund Recoveries. The employees in BPS-16
and above have to pay the contribution towards Pakistan Railway Servants Welfare
Fund on monthly basis at the rates notified by Government of Pakistan from time to
time. Deductions are made at source from pay and credited to the Welfare Fund.
Payments of the contributions of the employees having scales BPS 1 to BPS 15 are
made to the fund in quarterly installments by the Ministry of Railways (Railway Board).
411. Other Recoveries. Recoveries of the nature of station debit, store debit and officers
clubs subscriptions can be made from the pay of railway servants through the pay bills.
Each pay bill in which such recoveries are made will be supported by a statement
giving details of such recoveries. The Accounts Office will not be responsible for the
correctness of the entries in these statements but will check the entries in the statement
with the corresponding entries in the pay bills. The Accounts Office will be responsible
for the payment of these recoveries to the persons to whom due.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
413. Check of Pay Bills of Construction Establishment. The internal check of pay bills of
establishment of lines under construction will generally be conducted in accordance
with the rules in the foregoing paragraphs and in the next two chapters. It is, however,
open to the Accounts Officer to dispense with the use of the Memorandum of
Differences (G. 1645) in the case of such bills. In such cases the internal check will be
conducted by a comparison of the entries in the current months bill with those in the
previous months bills.
414. Summary of Travelling Allowance Bills. Summary of travelling allowance bills will
be accompanied by:
4.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
servant is entitled to draw actual expenses, they should, in the absence of orders to the
contrary, be set forth in detail. Distances by road should, when feasible, be compared
with the local route book and railway fares, always, with the railway guide. When
railway servants performing official duties have to make lengthy detours and it is not
possible to check the distances billed for by tables, route books or other official
documents, the distances passed by the controlling officer may be taken as correct and
his check accepted as sufficient.
416. Deleted.
417. Allowances other than Travelling Allowances. In the case of allowances other than
travelling allowances admissible to railway servants under the rules, the signature or
certificate of the responsible departmental officer is sufficient authority for the Accounts
Office to admit the propriety of the claims in each case, pending internal check with
the initial documents (cf., paragraph 619).
419. Deleted.
420. Deleted.
421. Deleted.
422. Deleted.
423. Deleted.
424. Deleted.
425. In the case of non gazetted employees, who take leave out of Pakistan all
communications from and to the Accounts Officer should be made through their official
superiors.
426. Deleted.
427. Deleted.
428. Deleted.
429. Deleted.
4.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
D. ADVANCES
430. Advances. Pay and allowances advanced under proper sanction to railway
servants come under internal check in the same way as payments on account of pay
made on due dates and should be entered accordingly in the Salary Register A. 505 or
506, or in the Register of Deductions, A. 604. An advance of pay made on transfer
should be debited to the account code F02113 Account with Government Servants in
the books of the Accounts Officer in whose accounts circle he resumes duty. If the
payment of such an advance is made by an Accounts Officer other than the one in
whose accounts circle duty is resumed on transfer, the necessary debit should be raised
against the Accounts Officer who will disburse the pay of the officer on resuming duty.
All payments of advances should be noted in the Salary Register (A.505 or A.506) or in
the Register of Deductions (A. 604), and their subsequent recovery watched.
431. Deleted.
432. Deleted.
433. Deleted.
434. Deleted.
435. Deleted.
436. Adjustment of Recoveries. When any railway servant applies for leave or
retirement or when he is approaching the prescribed limit of his service after which
retirement is compulsory (and also immediately on receipt of the news of any railway
servants death) all demands against him should be promptly ascertained and adjusted.
This is especially necessary in the case of railway servants proceeding out of Pakistan.
437. Deleted.
438. Applications for Gratuity and General Provident Fund. (1) All applications for
gratuity or General Provident Fund will be sent by the authorities competent to sanction
them to the Accounts Officer for check and payment, duly sanctioned for the amounts
due under the rules, without specifying the amounts. The particulars given in the
applications should generally be verified from the service records of the employees
concerned, which, in the case of non-gazetted railway servants, will accompany the
applications. Where, in the case of non-gazetted employees, the service records are not
sent along with the applications or are not forthcoming, the Accounts Officer may, for
verifying the service, rely on certified copies of the service sheets and accept affidavits
4.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
or the testimony of contemporary railway servants, duly attested, in all cases, by the
competent authority.
(2). When an application for gratuity or General Provident Fund is drawn up, the
sanctioning authority is required to make a note of the fact in service records from
which the application is prepared. After verification of the application in the Accounts
Office, a remark as to the verification of the application should be given in the service
record and General Provident Fund account. In cases where the verification is made
from certified copies of service sheets, it is not obligatory on the part of the Accounts
Officer to make the necessary endorsement on the original service records; he need
only obtain a certificate from the officer preparing the application to the effect that the
necessary remark as to the submission of the application has been endorsed on the
original service record.
439. Registration, Verification and Payment. All applications for gratuity or General
Provident Fund (or pension) should, on their receipt be entered in a manuscript register
(A. 439). The verification of the applications and their subsequent disposal should be
noted in that register and attested by the officer in charge. After an application for
gratuity or General Provident Fund has been verified, a pay order for the amount due
under the rules should be passed for payment and the sanctioning authority advised.
440. Deleted.
441. Verification of Applications for Pension and Payment of Pension. The procedure
laid down in the Pakistan Railways Establishment Code should be followed. In the
verification of the pension applications of the non-gazetted employees, service
rendered in accounts circles other than the one from which the retirement takes place,
should be got verified by the Accounts Officer concerned to whom extracts of service
for the period in question should be sent. All orders sanctioning pension should, on
receipt in the Accounts office, be duly registered in form A. 441.
NOTE. All pension payments i.e. monthly pension and commuted value of pension are recorded in the
books of Pakistan Railways under the account heads A04101-Pension Civil and A04102-Commuted
Value of Pension Civil respectively.
4.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
FORM A.441
Remarks
Officer to Nature
S. of last Amount Where pension
whom of
No. employment sanctioned payable
pension is pension
of Officer To
sanctioned
No. Date whom No. Date
issued
(Rupees)
442. Deleted.
443. Contributions towards Pension, Gratuity and General Provident Fund of Railway
Servants lent to Foreign Service (and to other Government Departments). A register of
railway servants whose contributions are adjustable in the books of Pakistan Railways
in accordance with paragraph 1267-G should be kept in form A. 443 to enable a check
to be exercised over the recovery of the contributions. This register should be posted on
receipt of the orders of the competent authority sanctioning the transfer and the entries
should be examined as to their correctness and initialled by the gazetted officer in
charge. A certificate of the date of making over charge and of assuming charge of new
post, and, in the case of employees in pay scale 1-4, the service book should be called
for. On receipt of the certificate the fact should be recorded in the register, and the
number assigned in the register to the railway servant should be posted in the first
column of the Broad Sheet (A. 444). All orders subsequently received regarding a
railway servant on foreign service, as also the orders issued by the Accounts Officer for
recovery of interest or of contribution in arrears and the cause of the contribution
ceasing to be realized owing either to retransfer, death, dismissal or any cause, should
be recorded in the register (A. 443). In the case of retransfer of employees in pay scale
1-4, the fact should be noted in the service books and returned to the head of the office
to which the employees in pay scale 1-4 servant is posted.
4.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
FORM A. 443
No.
Name.
Date of Birth.
1. Official designation* . . .. .
2. Head of account to which pay was
debitable before transfer.
4.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
Notes - Leave
No. and date Rules under Period of leave
Kind of leave
of order which granted From To
Other Notes
444. Broad Sheet of Recoveries. A broad sheet should be maintained in form A.444, for
the purpose of watching the realization of foreign service contribution.
FORM A. 444
BROAD SHEET OF CONTRIBUTIONS TOWARDS PENSION AND LEAVE SALARY
FOR THE YEAR 20 . . 20 . .
Contribution due Contribution recovered
Number in Name of Balance due
Total
Register Government Balance And so at the end of
Monthly due 20..
Form A servant due from on up Total year
rate this July
last year to June
year
Rupees Rupees Rupees Rupees Rupees Rupees Rupees
Brought
forward
445. Leave while in Foreign Service. If a railway servant in foreign service in Pakistan is
granted leave otherwise than in accordance with the rules applicable to the service of
which he is a member, the Accounts Officer should, on the fact coming to his notice,
require the leave so granted to be converted to the leave for which the railway servant
is eligible under the rules and call upon him to refund any leave salary in excess of the
amount admissible.
4.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
446. Foreign Service out of Pakistan. If a railway servant is transferred to foreign service
out of Pakistan, the Accounts Officer concerned is responsible for obtaining from him,
at the time of transfer, a declaration showing that he has read and understood the rules
which are to regulate leave.
447. Deleted.
448. Deleted.
449. Deleted.
H. MISCELLANEOUS
450. Annual Return of Gazetted and Pensionable Staff attaining the age of 60 years. The
Accounts Officer should submit to the General Manager or Financial Advisor & Chief
Accounts Officer on or before the 1st January each year, a list of all gazetted officers
and of pensionable subordinates (other than employees in pay scale 1-4) under his
payment who will attain the age of 60 years, or whose extension of service will expire,
during the next financial year, with a view to orders being obtained as to their retention
in, or retirement from, the service. In the case of the railway servants employed in his
own office, the General Manager or Financial Advisor & Chief Accounts Officer should
submit similar lists with his recommendations to his immediate superior, viz., the
Member Finance as the case may be. Cases which he can deal with himself should not
be included in this list. Similarly a list of employees in pay scale 1-4 railway servants
who will attain the age of 60 years during the next financial year should be submitted to
the head of the department concerned on or before the 1st January each year, should
the General Manager or the head of the department so desire.
451. Annual Income tax Return. As soon as the accounts of each financial year have
been closed, the Accounts Officer should furnish the income tax authorities with a
statement showing recoveries made by him on account of taxes on income in such form
and such manner as may be prescribed by the latter.
452. Court Attachments. Prohibitory or attachment orders from Civil Courts against
railway servants will be received in duplicate. One copy should be returned to the
Court duly accepted and the other retained in office for watching recoveries from the
pay of the employees concerned. Necessary advice should be sent to the officer
responsible for the preparation of the pay bill through which the recoveries are to be
affected.
4.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IV
453. Court Attachments against Employees on Leave out of Pakistan. (1) On receipt of
an attachment order from a court in Pakistan against a railway servant who is on leave,
steps should be taken for amount that will have to be deducted from the leave salary in
compliance with the attachment order. This will enable the disbursing authority to
make the corresponding reductions in the monthly bills presented to him for payment.
The authorities in Pakistan will be responsible for drawing the amount recoverable
monthly in compliance with the attachment order and remitting it to the court
concerned.
(2) In order to ensure that the portion of leave salary required for compliance with
an attachment order under the procedure indicated above is not paid for any period
beyond which it is due, owing to death or any other cause, the Accounts Officer will
intimate any such event immediately to the officer concerned
453-A. Deleted.
454. Deleted.
4.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
CONTENTS
13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
501. Introductory. The rules in this chapter are supplementary to those in the preceding
chapter and should be applied in the internal check of establishment charges pertaining
to gazetted staff.
502. Principles of Internal Check. In the internal check of the pay bill of a gazetted
officer, it is necessary, after testing the formal completeness of the voucher:
(a) to see that he is entitled to the pay, i.e., that it is claimed and is
admissible in respect of a post to which he has been duly appointed, and of
which he is actually in charge;
Note. No claim can be admitted for service in a post not duly sanctioned, or for pay not
assigned provided for the post held by the gazetted officer.
503. In the case of a gazetted officer on leave, it is necessary to see that leave has been
granted, that it has not been exceeded and that the leave salary claimed is covered by
the rules proper to the case.
504. Records maintained for Internal Check. For the purposes set forth in paragraph
502, the following records are provided:
For (a) and (b), the Salary Audit Registers (A. 505 and A. 506);
For (c), the History of Service (G. 1901) and the Leave Account.
For (d) Cadre Registers (A. 523).
All these records should be maintained in the office of Financial Adviser & Chief
Accounts Officer. The Divisional Accounts Officer may be authorized to pre-check and
disburse the pay and allowances of officers attached to Divisions on the authority of
pay verification slip (A. 512) issued by the office of Financial Adviser and Chief
5.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
Accounts Officer but the ultimate responsibility for the internal check of the pay bills of
the gazetted-staff should rest with the Financial Adviser and Chief Accounts Officers
Office. In such cases, the paid bills should be submitted to the Financial Adviser and
Chief Accounts Officers Office for final internal check and record.
505. Salary Audit Register. The record of pay and allowances of gazetted officers
should be kept in form A. 505. If the register is not kept in loose-leaf form, it will be
convenient to reserve two folios for each gazetted officer, so that a record for six years
may be kept without changing the register. Separate registers may be kept for each
department or service as may be convenient.
FORM A. 505
(Left-hand page)
SALARY AUDIT REGISTER OF GAZETTED RAILWAY SERVANTS PAY AND
ALLOWANCES
5.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
Rupees
July
Aug.
Sep. NOTES EXPLANATORY OF PECULIAR PAYMENTS AND OF BROKEN PERIODS AT DIFFERENT RATES
Oct.
Nov.
Gazetted Officer
Joining
Initials of Gazetted
reference
Initials of
Remarks
and kind of leave
Gazette page
Period of Appointment
Admissible
Period granted
absence and Station
Officer
Taken
Y M D Y M D
Apr.
May
June
506. Alternative Form of Salary Audit Register. The following alternative form of
salary audit register is suitable for services wherein the changes are not very frequent.
The advantage in using this form is that a single folio will record six years entries. It is
left to the Financial Adviser & Chief Accounts Officer to decide which of the two forms
(A. 505 or A. 506) should be used in respect of particular services or departments.
5.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
FORM A. 506
(Left-hand page)
DEDUCTIONS
Income Tax
Total Deductions
Net payable
Advice No.
5.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
FORM A. 506(concld.)
(Right-hand page)
SERVICE _____________ Charged/Other than Audit No. _____________
Charged
DATE OF PAYMENT OF BILLS FOR THE MONTH OF
Year of
Payment
July Aug. Sep. Oct. Nov. Dec. Jan. Feb. Mar. Apr. May June
20. .
20. .
20. .
20. .
20. .
20. .
Particulars of objections
Notes explanatory
of peculiar
Number of Month Particulars of
payments and Amount of No. and date of Particulars of Date of admission or
voucher of correspondence
broken periods at objection reference adjustment recovery
different rates claim
Rupees
Ends
Rules under which leave is granted and kind of leave
Gazette page
Admissible
Remarks
Taken
Date
Date
Y M D Y M D
5.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
507. New Entries in Salary Audit Registers. The pay admitted in internal check for an
officer should be that shown in the money columns of the salary audit register for the
period concerned. No pay can be passed to a gazetted officer whose name does not
appear in the salary audit register. The name of an officer newly appointed to a service
or post should be entered in the salary audit register on receipt of the notification in the
Gazette of Pakistan; and, on receipt of the charge report, a money column should be
opened showing the rate of pay and allowances admissible to him under the rules. In
the case of an officer transferred to Pakistan Railways, the necessary entries in the salary
audit register should be made from the gazette notification, the reports of taking over
charge, the last pay certificate issued by the Accounts Officer by whom he was last paid
and the statement of service (Form G.1907) signed by the Accounts Officer from whose
accounts control he was transferred. All entries made in the salary audit register should
be attested by a gazetted officer.
508. Opening New Salary Audit Register. In opening new registers, care should be
taken to see that:
(a) the names of all effective gazetted officers in the current registers with all
relevant particulars of pay and deductions are carried over to the new registers;
(b) all orders still in force, any unexpired leave, any transfer ordered but not
carried out, balances of outstanding advances and all outstanding objections are
brought forward in the new register.
509. Nil Money Columns in Salary Audit Registers. When a gazetted railway servant
proceeds on leave, a nil money column should be opened; this fact should be noted
in the blank space on the right-hand page. This will prevent pay being passed to him
until a fresh money column is opened for him in the register. A nil money column
should also be opened in pencil whenever the nature of the post held by a gazetted
officer is known to be such that careful watch has to be kept on the salary disbursed; as
for example, when an officer is appointed to officiate for another during the period of
the latters leave. If the period is extended, the date in the money column should be
changed. In the case of sanctions to temporary appointments of gazetted officers, as an
additional precaution, the word "stop" should be written in pencil in the payment cage
of the month in which the sanction expires. A new column should be opened in pencil
for reduced pay and allowances as well as for nil' amounts.
5.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
entries, the gazetted officer will initial the corresponding notifications in the gazette in
token of his having attested the registers. The Assistant Accounts Officer of the section
should review the gazette carefully to see if any items have been omitted to be entered
in the registers and, after satisfying himself in this respect, obtain the orders of the
Accounts Officer for filing the gazette. When an officer is appointed to a post for a
limited time, the limitation should be stated in the note of the order; it is not necessary
to note that an officer is to act till further orders", as a later order always cancels the
earlier one.
512. Pay Slips. After the entries have been made and new money columns, if any,
opened in the salary audit registers, pay verification slips in (form A. 512) should be
prepared in favour of those officers who are newly posted to the Pakistan Railways or
whose emoluments are changed, and put up to the Accounts Officer for approval. After
approval, the pay slips should be sent to the subordinate accounts authority whose duty
it is to pre-check the pay bills of the officers, vide paragraph 504. Copies of the pay
verification slips may also be furnished to the heads of the offices to which the officers
are attached, to facilitate correct preparation of pay bills. A pay verification slip (A. 512)
is current until it is superseded by a fresh one. In all cases of transfers within Pakistan
Railways, the pay slips should accompany the last pay certificates.
NOTE. Deleted.
5.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
FORM A. 512
P. R. PA Y S L I P
From To
(2) Mr.
(4)
f or F i na nc i a l A dv i sor &
C hi e f A c c ount s O f f i c e r
(b) Deleted.
5.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
514. Leave and Transfer. On receipt of sanction to leave, either through a notification in
the gazette or an order issued in advance of the gazette notifications, a comparison
should be made of the leave sanctioned with that shown in the office copy of the leave
report and a suitable remark given against the gazette notification or the order. The
particulars of leave and transfer as notified in the gazette or order should be posted in
the salary audit register under the section Particulars of Leave and Transfer", which
should be completed on receipt of the report of the assumption of duties by the officer
after the expiry of leave or on joining a new post, as the case may be. Reports of
making over and taking charge or of going on and returning from leave, should be
entered in the salary audit register immediately on receipt.
516. Record of Internal Check in Salary Audit Register. The number of the money
column against which pay has been admitted in internal check and the Accounts Bill
(A. B.) number and date of the voucher subjected to internal check should be recorded
in the salary audit register under the heading "Date of Payment of Bills for the Month of"
in the cage for the month for which the pay is due (and not of the month in which it is
disbursed), thus:
(2) A.B. No. 82EG dated.--------
If the amount of either pay or any of the deductions for a month is not the same as that
shown in the relevant money column or if the payment or deduction is made with
reference to more than one money column, the actual amount passed or deducted
through the pay bill should in addition, be noted in the cage. Alternatively a guiding
letter or symbol should be placed in the cage and the significance thereof, viz., the
5.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
517. The enfacement on every bill subjected to internal check should be filled in by the
Junior Auditor. The pay bill should then be put up with the salary audit register to the
Accounts Officer, who, after exercising the requisite check, should attest the
enfacement on the bill and the entry in the relevant cage of the salary audit register with
his initials and submit the bill and salary audit register for check and attestation by the
Accounts Officer in charge.
518. Deleted.
519. Deleted.
520. Deleted.
521. Deleted.
522. Deleted.
B. CADRE CHECK.
523. Cadre Register. A register in form A. 523 should be maintained in the office of
Financial Adviser and Chief Accounts Officer for the purpose of Cadre check.
Instructions for checking the cadres are prescribed in the Pakistan Railways
Establishment Code. The detailed checks to be applied to cadres are prescribed in
paragraph 527 et seq.
5.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
FORM A. 523
CADRE REGISTER OF OFFICERS OF THE DEPARTMENT / SERVICE
Present on
July 20 . Aug 20 .
duty in
And so
Serial Serial
on for
number Date number
A.B. No.
Date every
Names of Whole connecting Whole from connecting
from Remarks Remarks month
Incumbents month periods month and periods
and to
forming the to forming the
same chain same chain
Permanent
1-A .. .. I .. .. .. .. .. .. .. ..
2-B .. .. I .. .. .. .. .. .. .. ..
3-C .. .. I .. .. .. .. .. .. .. ..
4-D .. .. .. 1-8 I .. .. .. .. .. ..
.. 16-20 I .. .. .. .. .. ..
5-E .. .. I .. .. .. .. .. .. .. ..
6-F .. .. I .. .. .. .. .. .. .. ..
7-G .. .. I .. .. .. .. .. .. .. ..
8-H .. .. .. 6-10 2 .. .. .. .. .. ..
.. 25-30 2 .. .. .. .. .. ..
9-I .. .. I .. .. .. .. .. .. .. ..
10-J .. .. I .. .. .. .. .. .. .. ..
11-K .. .. I .. .. .. .. .. .. .. ..
12-L .. .. I .. .. .. .. .. .. .. ..
Officiating
P .. .. .. 1-5 2 .. .. .. .. .. ..
.. 11-24 2 .. .. .. .. .. ..
Q .. .. .. 9-15 I .. .. .. .. .. ..
.. 21-30 I .. .. .. .. .. ..
10 2 .. .. .. .. .. ..
Total 12
524. Instructions for the Maintenance of the Cadre Register. In the cadre register,
separate folios should be set apart for each service, department or class of
appointments, as may be convenient. The number of sanctioned posts in a grade, class
or other unit of classification should be entered at the top of the page or pages assigned
to it under the initials of the Assistant Accounts Officer and the column "Names of
Incumbents" should be opened by entering in order of seniority the names of the
incumbents of permanent posts in the grade or class on 1st July. Such a number of lines
as experience may show to be necessary should be left blank for entry of permanent
promotions during the year to which the register refers. Such promotions should be
entered, and the names of officers permanently leaving the grade or class should be
scored out in red ink. Below the space provided for permanent incumbents should be
entered the names of officiating incumbents beginning with those actually on duty on
1st July of the year. The names of officers holding temporary posts should be entered
5.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
below those holding permanent posts and those appointed in officiating arrangements
in connection therewith.
525. After the end of a month, entries should be made in the columns for that month,
showing which incumbents were on duty during any portion of the month. These
entries should be made from the checked pay bills for the month or from the
Memorandum of Differences (G.1645) and the Attendance Report (G.1652)
accompanying the pay bills, as may be convenient. Against the names of those present
throughout the month the figure "1" should be written in the first column, while against
the names of those present for a part of the month only, the dates from and to which
they were on duty should be entered in the second column as shown in the Form
A.523, and in column 3 should be entered numbers beginning with 1, connecting the
period which forms part of the same chain, the same number being repeated against
each part of such chain. The highest number in column 3 will thus show the number of
posts accounted for by the broken periods. If this number added to the sum of the
figures entered in column 1 does not exceed the number of sanctioned posts, it is clear
that the cadre has not been exceeded as a whole. To ensure that the cadre has not been
exceeded during any day of the month, it must be seen, while entering the connecting
numbers in column 3, that the dates indicating the fractions of the same chain do not
overlap each other; the dates' 1-6, 7-20 and 21-31 indicate that the post was filled for
the whole month.
526. To facilitate the completion of the check after the end of the month, brief notes
indicating the changes during the month may be made either in the Remarks column
or at the foot of the column for the month. Information regarding period of joining, and
of taking or making over charge during which it is permissible for two officers to draw
pay against one and the same post, should be recorded in the "Remarks " column. In the
case of cadres which include a leave reserve, the total number of officers on leave and
the total period of leave should, if necessary for the purpose of cadre check, be worked
out and exhibited in the Remarks column. A departmental summary should then be
prepared showing the number of Duty posts and "Leave Reserve posts included in
the sanctioned permanent cadre for each branch or department as compared with the
actual number of officers on duty and on leave and deputation in that branch or
department under the various categories. From the departmental summary, a general
summary showing only the excesses and savings in all departments of Pakistan
Railways by categories of appointments should be prepared and placed before the
Accounts Officer. The general summary will help the Accounts Officer to see whether
an excess in any class or category is or is not covered by a shortage in another class or
category. The results of the check over cadres, as brought out in the general summary,
should be communicated to the Financial Advisor & Chief Accounts Officer or General
Manager within two months of the last day of the month to which the check relates.
5.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
(a) Administrative post. Not more than one officer may hold a lien on an
administrative post.
(b) Divisional Officers posts. The number of officers holding lien on posts
in each of the categories shown below should not exceed the number of
posts sanctioned for the category in the department concerned:
Divisional Officers
Assistant Officers
(c) Deleted.
(a) Administrative posts. No sanctioned working post may have more than
one officer filling it on duty.
(b) Divisional Officers. The number of officers drawing duty pay should
not exceed the sanctioned number of divisional working posts unless the
excess is covered by a corresponding shortage in the number of officers
drawing duty pay against the higher, i.e., administrative working posts.
NOTE. This sub-clause does not apply to a department the leave reserve for
which is provided in the District grade.
(c) Assistant Officers. The number of officers drawing duty pay should not
exceed the sanctioned number of Assistant Officers' working posts unless
the excess is covered by a corresponding shortage in the number of
officers drawing duty pay against the administrative and divisional posts.
5.13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER V
The total number of gazetted officers (other than officers of the NonGazetted
Service) on duty or on leave should not exceed the total number, including the
leave reserve, of permanent Administrative, Divisional and Assistant Officers'
posts.
528. For the purpose of the checks prescribed in the foregoing rules, temporary posts
should be kept outside the sanctioned cadre and permanent officers holding such posts
should be considered as on deputation from their cadres to these posts.
C. MISCELLANEOUS
529. Recruitment to Posts and Services. Accounts Officers are not generally required to
watch the observance of provisions of the following nature relating to recruitment or
appointment to posts or services, as these are the concern of the administrative
authorities, who should take the necessary steps in the matter:
5.14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
CONTENTS
14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
601. Introductory. The rules prescribed in this Chapter should be applied in the internal
check of charges relating to non-gazetted establishment. They should be deemed as
supplementing those in Chapter IV.
602. Responsibility of Officers Signing Pay Bills. The officer by whom a pay bill is
signed is responsible for the correctness of facts regarding the actual employment on
their legitimate duties of the establishment for whom pay is drawn. The internal check
of pay bills should accordingly be conducted on this assumption.
603. Pay Bills of Employees in Pay Scale 1 - 4. In regard to the pay bills of employees in
pay scale 1 - 4, for whom no Memorandum of Differences (G. 1645) are prepared, it
will not be possible to check the correctness of the rates at which wages have been
charged at the time of passing the bills for payment. So long as the rates charged are not
in excess of the maximum of the appropriate scales, it should be assumed, at the time of
passing the bills, that the wages have been drawn at the correct rates. Once a year,
however, the rates shown in any one month's bill selected for the purpose should be
checked with the employees service records maintained in the executive offices.
NOTE. Deleted.
604. Register of Deductions. For the purpose of watching the recoveries of authorized
deductions from the emoluments of non-gazetted staff, registers in form A. 604 should
be maintained in each Accounts Office. This form may, at the discretion of the
Financial Adviser & Chief Accounts Officer, be treated as a distinct part of form A. 605
or A. 616 and bound therewith.
FORM A.604
REGISTER OF DEDUCTIONS FROM SALARIES AND ALLOWANCES
Particulars Recoveries
Name and To end To the
On Amount
designation of August so end of Grand Remarks
what Authority to be July
of previous on to June current Total
account recovered
employee year year
Rupees Rupees Rupees Rupees Rupees
605. Scale Check Register. For the purpose of exercising a check over the numbers of
posts in the various time scales and pay scale number sanctioned from time to time
registers in form A. 605 should be maintained in each Accounts Office. Separate foils
should be set apart in these registers for each class or pay scale number of staff. Some
entries have been shown in the form printed below by way of illustration.
6.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
FORM A. 605
SCALE CHECK REGISTER
Grade 05
Sanctioned Scale of pay Rupees 3340-160-8140
Sanctioned Strength On Roll Strength
Date
from No. Particulars of
Period of And Remarks
Authority which of Bill Units July August
sanction so on
takes posts
effect
FA &CAO Permanent 3 Commercial 3 3
/ G.M.s Br.
letter
No.. Do 1 Rates Br. 1 1
Dated.
Total 4 4 4
606. Instructions for Posting the Scale Check Register. All sanctions in respect of non-
gazetted establishment should, as received, be entered in the Scale Check Register and
the entries attested by the Accounts Officer concerned. The pay bill of each cost centre
should contain a summary of the sanctioned and on roll strength of the cost centre. The
on roll strength as shown in the summary should be checked with the actual charged in
the bill at the time of passing it. Entries of on roll strength should simultaneously be
made from the checked summary into the Scale Check Register in the column for the
month concerned. After the posting has been made of all the bills passed in internal
check, the total on roll strength of each class in the accounting unit or division for the
month should be compared with the sanctioned strength and excesses over the
sanctioned strength, if any, should be taken up with the executive authorities
concerned. Care should be taken by the supervising staff to see that there is no omission
or double posting in making entries in the Scale Check Register.
607. Principle of Scale Check. Ordinarily, only one employee can remain on duty and
draw pay against a sanctioned post. If more than one employee is shown as on duty
against one and the same post or if an employee is shown as on duty against a post not
sanctioned by the competent authority, the pay and allowances of the employees
concerned should be held under objection. Under the rules, however, during joining
time and during approved periods of 'making over' and 'taking over' of executive
charges, both the relieving and relieved employees are counted as on duty against one
and the same post. In making comparisons of on roll strength with the sanctioned
strength, therefore, due consideration should be made for such instances, suitable
remarks being recorded in the register.
6.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
608. Extent of Scale Check of Permanent Establishment. The check against the
sanctioned scale should, as a rule, be exercised cent percent every month in respect of
all non-gazetted establishment including workshop staff and employees in pay scale 1 -
4.
NOTE. The following exceptions have, however, been permitted on the Pakistan Railways:
(i) In the case of staff from BPS 5 15 (other than workshop staff) this check may be
limited to not less than 25 per cent. For this purpose, bill units should be divided into suitable number of
sections and the scale check of each section should be completely carried out once in every four months.
The selection of units or sections for check should be made at random and not in any particular order.
(ii) In regard to the employees in pay scale 1 - 4, the check against the sanctioned scale should be
conducted at least once every half-year.
610. Test Check of Pay Drawn by Staff. The names of incumbents of all permanent
posts, in scales of pay (e.g. in Scale No. 1 pay Rupees 2970 - 90 - 5670), the rates of
pay admissible to them should be entered in a fly-leaf of the Scale Check Register (Form
A. 605). The particulars in the pay bills relating to name' and 'pay' of this class of staff
should be compared with the entries in the fly-leaf of the Scale Check Register once a
year. Any irregularity coming to light as a result of this comparison should be
investigated and set right.
611. Check Against Double Payments. In order to safeguard against more than one
payment on account of one and the same claim, a register in form A. 611 should be
maintained by each Senior / Junior Auditor and the entries therein should be initialled
by the Accounts Officer who passes the pay bills for payment.
FORM A. 611
REGISTER OF PAY BILLS PASSED FOR PAYMENT
Months to which the bills relate
July 20.
Regular bills Supplementary bills
Cost Centre
August and so
Number and No. Remarks
Initials of Initials of on
Name and No. and
Accounts Accounts
Date of Date of bill
Officer Officer
bill
6.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
613. Alternative Procedure for Scale Check. In respect of staff in scales of pay (e.g. in
Scale No. 1 pay Rupees 2970 - 90 - 5670) a register in the form A. 613 may be
maintained for the purpose of check of actual expenditure against funds and of number
of persons employed against the sanctioned cadre. Part I of the register is for recording
on roll strength and amount against the sanctioned posts and Part II for classification of
expenditure by account heads. Separate pages should be allotted for separate cost
centre or office in Part I and for each month in Part II. The total amount posted under
the different heads of accounts in the latter part should be tallied with the amount of
pay and allowances posted in Part I.
FORM A. 613
SALARY CHECK REGISTER OF NON-GAZETTED STAFF
Part I
August
Sanctioned
and so
Appointments Budget July Remarks
on to
allotment
June
Name of Name of
Order Sanctioned
Designation permanent officiating Amount No. Rate Amount
No. Scale
incumbent incumbent
Rupees Rupees
6.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
Part II
NOTE. The budget provision should be shown in red ink (Bold in case of computer generated report)
under each head of account..
614. In regard to staff (excluding engineering gangs and skilled labourers of the
Engineering Department) in scales of pay (e.g. in Scale No. 1 pay Rupees 2970 - 90 -
5670) a Scale Check Register in form A. 614 should be maintained. This register is also
in two parts, the second part being the same and used in the same way as Part II of form
A. 613.
FORM A. 614
SCALE CHECK REGISTER OF NON-GAZETTED STAFF
Part I
July
Sanctioned
Salary / Gross
number by Sanctioned Actual August and so
Wage amount of Remarks
categories amount No. on to June
Period pay and
of posts passed
allowances
Rupees Rupees No. Rupees
615. The Scale Check Register for engineering gangs and skilled labourers should be
kept in form A. 615. This is also in two parts, the second part being the same and used
in the same way as Part II of form A. 613.
6.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
FORM A. 615
July
Sanctioned Salary /
Permanent Temporary August and
number Wage Remark
so on to June
permanent Period
No. No.
Amount Amount
passed passed
616. Salary Check Register for Constructions. All sanctions relating to establishments
(other than work-charged) for lines under construction should be recorded individually
and internal check of pay bills should be conducted with reference to such sanctions. A
register in form A. 616 should be kept for this purpose in the Accounts Office. Separate
folios should be set apart in this register for each construction. After the internal check
of each pay bill, the gross amounts passed to each employee should be posted in the
register under the month concerned.
FORM A. 616
CONSTRUCTION SALARY CHECK REGISTER
Orders or reports regarding appointments, postings, joining,
July
promotions, reversions, grants of allowances, etc.
Date Scale
Nature Name and No. of Amount
from and
of Class designation days, if passed
which Pay and Authority
Authority No. Date order and for in
order allowance
or grade broken internal
takes
report periods check
effect
Leave
And so Order When When Remarks
Nature of Period of
on to availed returned
Authority No. Date leave leave
June of to duty
6.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
617. Scale Check Register for Constructions. The check against the sanctioned scale of
establishment (other than work-charged) on constructions may be exercised by
maintaining a register in form A. 617. Separate pages should be allotted in this register
for each construction project.
FORM A. 617
CONSTRUCTION SCALE CHECK REGISTER
Sanctions Actual
Period Period of employment
(brought
forward) And Total
Authority Period for Rate or Remarks
Designation for Names of so to
for which scale
of post which incumbents July August on end
Sanction sanctioned of pay
sanction to of
already June year
utilized
Rupees
618. Opening of New Registers. As forms A. 604, A. 605, and A. 613 to A. 617 provide
columns for recording particulars for only 12 months, fresh registers have to be opened
for each year. In carrying forward entries to a new register, care should be taken to see
that no outstanding sanctions, orders or details necessary for the proper check of future
claims are omitted. The entries made in the new registers should be checked and
attested by the Assistant Accounts Officer.
619. Special Allowances. The special allowances (i.e., over time, running and under
rest allowances) granted to non-gazetted railway servants are generally drawn through
pay bills. If at the time of pre-check of pay bills, the propriety of the claims on account
of these allowances is initially admitted in internal check on the authority of the
departmental officer signing the pay bills, a test check should be conducted afterwards
locally, or at inspections once a year as may be practicable with the initial documents
on which they are based. This check may, at the discretion of the Financial Adviser &
Chief Accounts Officer, be limited to a percentage to be fixed by him. Errors and
irregularities noticed during this check should be taken up with the executive and the
adjustments of over payments, if any, watched through the subsequent month's bills.
620. Check of Rent Rolls. The rent rolls (E.1969) received with the pay bills should be
checked to see not only that the amount shown as rent recoverable is correct and that
the recovery has actually been made through the pay bill but also that the benefit of
free quarter is not allowed to staff ineligible to it. (See paragraphs 1904 and 1970 of the
Pakistan Railways Code for the Engineering Department).
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VI
B. MISCELLANEOUS
621. Bills for Educational Assistance. Non-gazetted railway servants are eligible for
assistance from Pakistan Railways revenues for the education of their children in
accordance with the rules prescribed for the purpose. For the internal check of claims
for educational assistance preferred under these rules, a manuscript register (A.621)
should be maintained to record particulars relating to:
(a) names of railway servants to whom assistance is granted,
(b) names of children,
(c) names of schools,
(d) reference to bills and
(e) amount passed for payment to railway servants month by month.
The entries in this register should be attested by the Assistant Accounts Officer.
6.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VII
C O N T ENT S
15
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VII
701. Scope of Inspections. The initial accounts records, on which the claims and
accounts returns submitted to the Accounts Office are based, but which are not
submitted along with them to the Accounts Office, should be inspected locally. The
object of such inspections is to ensure that returns, vouchers, etc., submitted to the
Accounts Office, have been correctly prepared and accord with facts, and that all initial
records, on which such returns, vouchers, etc., are based, have been maintained
efficiently and in a way that they can be produced as reliable evidence in a court of
law, should an occasion arise. Such inspections should include the verification of cash
and stores.
702. Inspections will embrace only a test-check of the initial records of the office, but
cash and stores will be checked in full.
703. Inspection of Stores. Stores whether in depots or lying with the consuming
department as materials-at-site, subordinate stores or tools and plant in the various
offices, should be verified by Stock Verifiers or Inspectors of Stores Accounts, subject to
the general supervision of, and occasional test-check by, an Accounts Officer. The
inspections should be so arranged that all materials in a depot are verified once a year,
that all materials-at-site of works and stores with imprest holders lying with subordinate
stores are verified once in two years, and all tools are verified once in three years.
Detailed rules for the verification of stores are laid down in Chapters XXXII and XXXIII
of the Pakistan Railways Code for the Stores Department.
NOTE. The Financial Adviser and Chief Accounts Officer may extend the periods of verification or
curtail the items to be verified in cases where he and the General Manager agree that:
(ii) the reduced check will provide sufficient safeguards against loss, and
(iii) a too rigid application of the above rule is not conducive to economy or is wasteful.
704. Inspection of Station Accounts. The initial accounts of all stations should be
inspected by the Inspectors of Coaching and Goods-Accounts, whose work will be
regularly test-checked by a Traveling Accounts Officer. Detailed instructions in this
connection are laid down in Chapter XXIX.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VII
construction division should, as far as possible, be made within three months of its
formation. Inspections of divisional offices should, in addition to the divisional records,
embrace a complete examination of the initial records of at least one subordinate office
in the case of engineering expenditure and of at least two subordinate offices, not in
charge of a Gazetted Officer. As far as possible all the subordinate offices in a division
should be inspected within the course of two years.
NOTE. The Financial Adviser and Chief Accounts Officer may at his discretion arrange the Inspection
Program in such a way that an office which is inspected by Statutory Audit Staff in one year is not
inspected by the Accounts Department in the same year.
706. Inspection of Subordinate Offices. In a division, the initial books of account which
have been taken over by the Divisional Accounts Officer, the subordinate offices may
be inspected at such intervals, as may be considered necessary by the Financial Advisor
and Chief Accounts Officer.
707. Inspection of Other Offices. The office, in which the only records to be inspected
are the leave accounts of subordinates, contingent expenditure, records of free passes,
etc., should be inspected at intervals of not less than three years.
708. Deleted.
Procedure
710. Notice of Inspection. The head of the office which is proposed to be inspected
should be given sufficient notice of the probable dates of inspection, so that, he may
collect the necessary documents and arrange to be present at his headquarters to
discuss with the Inspecting Officer the results of the inspection.
(i) a detailed examination should be made to see that all the returns, bills,
statements and accounts of one month submitted to the Accounts Office agree
with the books and original records kept locally;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VII
(ii) a test-check should be made, of the original records not submitted to the
Accounts Office and of the accounts, returns, vouchers, etc., which are not
checked in the Accounts Office or which cannot be checked adequately
except locally, since the last inspection either by Accounts or Audit; and
712. Discussion with the Executive Officers. All irregularities and objections noticed
during the course of inspection should be noted down methodically. The Inspecting
Officer should discuss all the important points noted down with the head of the office
inspected, as far as practicable, on the spot. If, as a result of the discussion, the
Inspecting Officer is satisfied that there has been no irregularity or objectionable feature
in regard to any point it should be dropped and should not find a place in the
inspection report.
714. Part I of the Report should be in quadruplicate. One copy will be retained in the
Accounts Office as office copy; three copies will be sent to the immediate superior of
the Officer whose office was inspected with request that two copies may be forwarded
to the head of the office inspected for remarks. The latter should return one copy with
as complete replies as possible through his immediate superior to the Inspecting
Officer. Before forwarding the replies, the immediate superior should satisfy himself that
they are correct and complete, and where necessary, should have them amended or
amplified to avoid further correspondence. The remarks of the Executive Officer should
be scrutinized and further action that may be necessary taken under the orders of the
Accounts Officer. If any cases of serious irregularities come to light in the disposal of
the inspection report (Part I), the details thereof should be entered in the Register of
Serious Irregularities (A. 364) and the progress of their disposal carefully watched.
715. Part II of the Report. This report should be made out in duplicate. One copy
should be retained as office copy and the other sent direct to the Officer in charge of
the office inspected with the request that irregularities pointed out therein may be
regularized and the recurrence of such irregularities guarded against. The Officer in
charge of the office inspected need not return the report (Part II) with his remarks to the
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VII
Accounts Officer. He should, however, give suitable remarks as to the action taken by
him against each item in the report before filing it. The Accounts Officer should, during
his next inspection, examine the remarks recorded on the Executive Officer's copy of
the Part II of the report and satisfy himself that suitable action has actually been taken
on the points raised therein.
716. Frauds and Losses. When a fraud or loss comes to notice during an inspection, the
nature and extent thereof should be investigated and a report made to the Executive
Officers concerned. Further action should be taken in accordance with the rules
prescribed in paragraph 372 et seq.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VIII
C O N T ENT S
DRAFT PARAGRAPHS FOR RAILWAY AUDIT REPORT 8.3 8.4 808 809
16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VIII
801. Communication from Audit. Ordinarily, the results of statutory audit are
communicated through:
(1) The more important and serious irregularities discovered in the course of
audit of Accounts Office records are conveyed through Draft Paras directly to the
Principal Accounting Officer and others. Draft Paras issued are discussed in
Departmental Accounts Committee (DAC) meeting.
(2) Audit notes detailing minor irregularities discovered in the course of audit
of Accounts Office records.
(3) Inspection report showing the results of audit of the initial records of
executive offices.
(4) A record of petty objections not formally raised will also be maintained
by Director General Audit, Railways and sent periodically, as may be arranged, to
the Financial Adviser and Chief Accounts Officers for scrutiny and review.
802. Action by the Accounts Officer. The Accounts Officer should generally take the
same action on defects and irregularities brought to notice by the Director General
Audit, Railways as he would take if they had been discovered in the course of internal
check applied by his own staff.
803. Audit Inspection Reports. An inspection report will consist of two parts, viz., Part I
dealing with the more important matters and Part II dealing with minor or routine
matters. Audit notes detailing the results of monthly test audit will similarly consist of
two parts. The final disposal of Parts II of audit notes and inspection reports whether on
the accounts or executive offices rests with the Accounts Officer and no formal reply to
the Director General Audit, Railways is necessary. But, the disposal of such audit notes
and inspection reports should be made available to the Director General Audit,
Railways. Part I of inspection reports and audit notes and Draft Paras on the more
important irregularities should be dealt with by the Accounts Officer without delay and
a reply should be sent to the Director General Audit, Railways as soon as possible
showing clearly the action taken thereon.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VIII
805. Disagreement between the Accounts Officer and the Director General Audit,
Railways. If the Accounts Officer is unable to accept the view of the Director General
Audit, Railways, he should, if requested by the latter, make a reference to the General
Manager, except when the question is one of accounts procedure or of the
administration of the accounts establishment under the administrative control of the
Member Finance when the matter should be referred to him. The General Manager
should be requested to obtain the orders of the Ministry of Railways (Railway Board) if
the matter is beyond his competence to decide. When making such a reference, the
Accounts Officer should send a verbatim copy of the Director General Audit, Railways
objection and a statement of his own views.
806. Audit Objections and Provisional Payments. If the Director General Audit,
Railways objects to any payments of a recurring nature and it is considered to continue
them pending settlement of the objection, they may be made provisionally and subject
to recovery, the payee receiving the payments being so informed.
(1) If the accounts of the year have not been finally closed, the mistake
should be rectified through the accounts of the month in hand.
(2) Mistakes and misclassification noticed after the June accounts have been
closed should be rectified before the Financial Statements and Finance Accounts
are prepared, and intimated to the Member Finance either through a revised
accounts or through corrections to accounts already submitted.
(a) if the item properly belongs to one account head but is wrongly
classified under another, a suitable rectifying entry with the approval of
competent authority will be passed.
(b) If corrections or transfer affect major heads, unless they affect the
accounts of different Governments or represent re-adjustment of less
important misclassifications of a previous year, they should usually be
effected through the Retained Earnings by passing the adjusting entries. This
would prevent unnecessary inflation of the current years accounts and the
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VIII
(c) If the error affects a debt or remittance head, the procedure should be as
follows:
(i) Item taken to one debt or remittance head instead of another The
correction should be made by transferring it from the one to the other.
808. Draft Paragraphs for Railway Audit Report. (1) According to the principles which,
the Auditor General has agreed, will govern the relations of Audit with the Executive,
the following will be included in the Railway Audit Report:
(a) Those cases of financial irregularities as have not been rectified to the
satisfaction of Audit by the Executive.
(2) In regard to (1) (a) above, departmental action for rectification of financial
irregularities in the following cases, lies with the Ministry of Railways (Railway
Board):
(a) Cases in which the Audit department feels doubtful as to the adequacy of
the action taken by Pakistan Railways and therefore considers action or
cognizance of the Ministry of Railways (Railway Board) is necessary.
(b) Matters which can adequately be dealt with only by the Ministry of
Railways (Railway Board) e.g., cases regarding general policy.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER VIII
In such cases, Pakistan Railways Audit officers have instruction to forward copies of the
original correspondence with the Executive to the Director General Audit, Railways so
that he might place them before the Ministry of Railways (Railway Board) for
consideration and departmental action.
809. When the Director General Audit, Railways proposes the inclusion of any
particular case in the Railway Audit Report, he will send a copy of his provisional draft
paragraph to the Financial Adviser and Chief Accounts Officer for obtaining the
acceptance of the Railway Administration. This should be dealt with expeditiously and
returned to the Director General Audit, Railways ordinarily within a period of six weeks
with the Railway Administrations comments both on the statement of facts contained
therein and the inferences drawn therefrom by the Director General Audit, Railways. If
the draft contains any statements which are not accepted as correct by the Railway
Administration, the attention of the Director General Audit, Railways should be drawn
to them. If the paragraph deals with a question of accounts procedure or contains
comments on the working of an Accounts Office under administrative control of
Member Finance, a copy thereof together with the Financial Adviser and Chief
Accounts Officers views and explanation should be sent to Member Finance.
810. General. The Accounts Officer should, in giving replies to the communications to
the Director General Audit, Railways, act in close collaboration with the administrative
authorities concerned, so that the information given to Audit may be an authoritative
statement of facts on behalf of the Railway Administration, and there may be no
possibility of any dispute at a later stage.
8.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
CONTENTS
17
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
CONTENTS
18
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
CONTENTS
19
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
A. GENERAL
901. Introductory. The banking of all cash received and the disbursements of all duly
authorized payments on behalf of Pakistan Railways are mainly the responsibility of the
Chief Cashier and Treasurer. Cash Office under the immediate charge of Chief
Cashier and Treasurer at Pakistan Railways Headquarters is authorized to receive cash
on behalf of Pakistan Railways. In Pakistan Railways, being a divisional organization,
there are Sectional Paymasters and Divisional Paymasters who function in the same
way as, and subordinate to, the Chief Cashier and Treasurer regarding payments. Unless
the contrary is clear from the context, the term Paymaster includes the Divisional
Paymaster.
902. The Chief Cashier and Treasurer and his staff will work under the Administrative
control of the Financial Adviser & Chief Accounts Officer-Revenue whose duty is to
prescribe detailed rules of procedure for the conduct of business in the cash and pay
offices and for the internal check and inspection of the cash and pay work. The Cash
and Pay work of Pakistan Railways may be performed either departmentally or under
contract. In the latter case the sanction of the Member Finance is necessary to the
letting out of the work under contract, and to the terms of the contract, including the
rate of remuneration to the contractor.
903. (1) The rules prescribed in this Chapter are generally designed to ensure certain
essential requirements, viz., promptness and correctness in dealing with cash receipts
and payments, and avoidance of risks of misappropriation or loss. If, in the actual
application of these rules, there are practical difficulties due to the peculiarities of the
organization of the Chief Cashier and Treasurer Office, there is no objection to any
rules or forms being modified to suit local conditions, provided the essential
requirements of the rules or forms are not overlooked. All such modifications should be
made by the Financial Adviser & Chief Accounts Officer and embodied in an office
manual containing particulars of deviations from the rules in this code.
(2) The detailed rules of procedure prescribed by the Financial Adviser & Chief
Accounts Officer for the conduct of business of the Chief Cashier and Treasurer
Office should inter alia provide for:
(a) the systematic internal check over the accounts of the moneys passing
through the hands of the cashier and other officials concerned;
(b) a continuous review of the arrangements for the expeditious
disbursement of the moneys, for the custody thereof, and for the prompt
and correct disposal of undisbursed balances and of sums otherwise
payable into the treasury;
(c) the adequate reconciliation, preferably without previous notice, of cash
balances with the accounts outstanding against the custodians of the balances.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
It is a responsibility of the Financial Adviser & Chief Accounts Officer to satisfy himself,
at irregular intervals by inspections and surprise checks, that the system of supervision,
as prescribed by him or in the authorised codes or special orders is carried out
efficiently, and to see that, if there is any defect in supervision it is corrected and any
necessary amendment of the rules receives the sanction of the competent authority. The
fact that the Cashier, Paymaster or other subordinates of the Chief Cashier and Treasurer
have given security, or executed a bond, in no way alters this responsibility of the
Financial Adviser & Chief Accounts Officer.
904. Treasury Rules. The general rule is that all moneys received by Pakistan Railways
should be paid promptly into Government treasuries and that funds required for
payments should be obtained from Government treasuries by cheques drawn by the
Accounts Officer or by Officers authorised by him. (Exceptions to this general rule are
detailed in paragraph 1405-G).
905. The treasury business for and on behalf of Railways is conducted by the State Bank
of Pakistan at every station at which it has a local head office or a branch, receiving
revenues and making payments under the orders of competent government officers. At
stations where there is no office of the State Bank of Pakistan, but where there is local
head office or branch of the National Bank of Pakistan, the government treasury
business is conducted by the National Bank of Pakistan, serving as agents of the State
Bank of Pakistan. In this Code, therefore, wherever the terms Treasury and Treasury
Officer occur, they include the treasury branch of the State Bank of Pakistan or the
National Bank of Pakistan and the local agents of such banks, respectively. The treasury
rules (of the Federal Government) applicable to the Pakistan Railways are printed as
Appendix XV to this Code.
B. CASH OFFICE
906. Cashiers Cash Book. The Cashier should deal with the receipt and disposal of
station remittances and other cash receipts of Pakistan Railways. He should maintain a
cash book in Form A-906 in which should be recorded the receipt and disposal of cash.
(See paragraphs 937 and 938.)
FORM A. 906
CASHIERS CASH BOOK FOR.20 _ _
Dr. Cr.
Date Particulars. No. of No. of Details Total Date Particulars No. of No. of Details Total
voucher Receipt voucher challan
. .....
Chief Cashier and Treasurer Accounts Officer
9.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
907. Balancing the Cashiers Cash Book. At the close of business each day, the Cashier
should balance his cash book (A-906) and enter at the foot of the page a statement
showing the details of all the cheques and cash he has in hand and the purpose for
which they are held. The total of this statement should agree with his cash balance each
day. (For the purpose of detailing the balances on hand, a separate manuscript Asset
Register may, if found more convenient, be maintained).
908. Accounts Check of Cash Book. The cash book, with all vouchers and supporting
documents should be submitted daily for examination and check to the Accounts
Officer, who should sign the cash book in token of having checked it. The Accounts
Officer is responsible for seeing that the whole of each days cash collections is duly
remitted to the treasury.
909. Verification of Cash Balance by Actual Count. The Accounts Officer should also
verify the cash balance, by actual count on 30th June of each year and once every
other calendar month, preferably without prior notice.
910. Remittances of Station Receipts to the Cash Office. Under arrangements with the
treasuries, the collections of certain stations may be arranged to be paid by Station
Masters direct into the treasuries. The collections of all other stations should be required
to be remitted daily to the cash office. In the former case, the Chief Commercial
Manager in consultation with the Financial Adviser & Chief Accounts Officer will,
subject to the rules in paragraphs 2168 to 2172 of the Pakistan Railways Code for the
Traffic Department, issue detailed instructions to the stations regarding the procedure to
be followed in the matter (including precautions to safeguard loss of the remittances)
and in accounting. In the latter case, the procedure outlined in the following paragraphs
should be followed.
911. Travelling Safes. Station remittances to the cash office should be made in travelling
safes every day by train under arrangements with the Traffic (Commercial) Department
which remains responsible for the money until it is taken over by the cashier or his
representative.
912. The safes should, on arrival at the station, be placed under the charge of the
station police guard or otherwise properly secured, as may be locally arranged, until the
contents are made over to the Cashier, or his authorized representative, who should
attend at the station daily to take delivery of the cash bags at such times as may be
arranged by the Financial Adviser & Chief Accounts Officer and the Chief Commercial
Manager.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
913. Cash Witnesses. In order that the interests of the station staff may be sufficiently
protected, the Traffic (Commercial) Department should furnish one or more Cash
Witnesses daily, as may be necessary, to witness all operations connected with the
remittances, from the time the bags are made over to the Cashier or his representative at
the station till the cash has been counted out of them.
914. Cash Witnesses should not, in any way, assist in the work of counting the cash
(but see paragraph 921). They should sign the counterfoils of the Cash Remittance
Notes (T-2153) received with the station earnings, and see that the entries of the
amounts of Cash Remittance Notes (T-2153) in the cash check sheet (A-937) are
correctly made, and sign the document (A-937). The same men should not be regularly
told off as Cash Witnesses.
915. Subject to any modifications, which may be authorized by the Financial Adviser &
Chief Accounts Officer, the procedure, detailed in the following paragraphs, should be
followed in dealing with station remittances.
916. Cash Bags. The safes should be opened in the presence of the Cashier, the Cash
Witness or the Station Master on duty and the head constable of the police guard
provided at the station, and the particulars of the contents should be posted into a
register of cash bags (Form No. A.916) to be kept by both the Cashier and the Cash
Witness or Station Master. In this register (A.916) the total number of cash bags received
from each station should be entered against that station in the column Total No. of
bags and the serial number of each bag, as given on the outside, should be entered in
the column No. on bags. Should any of the cash bags be found to be torn, or the
locks or seals damaged, a note of the fact should be made in the column Remarks.
The number of each safe, the station from which it started, and the total number of bags
found in it should also be entered in the register. It should then be signed by the Cashier
or his representative, the Cash Witness (and the police head constable) in token of the
correctness of the entries made therein.
9.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
FORM A. 916
REGISTER OF CASH BAGS RECEIVED AT ., ON.... 20.....
BY TRAIN .
Total
Name of
No. of No. No. on Signature of
Station from the Remarks
safe of bags counters
Counters
bags
917. The cash bags should then, under the personal supervision of the Cashier or his
representative and a Cash Witness be taken to the counting room in the cash office
under a police (or other suitable) escort. From the time the cash bags are taken over by
the Cashier or his representative till the time of the final counting out of the contents,
the cash should not be touched except in the presence of the Cash Witnesses.
918. Opening the Cash Bags and Counting the Cash. On arrival at the counting room,
the Cash Witness will make over the cash bags, station by station to the cash counters
whose duty is to count the cash in the bags on behalf of the Cashier. The
acknowledgement of the cash counters will be obtained either on form A.916 in the
column Signature of counters or in a separate register showing (i) the names of
counters, (ii) number of bags and (iii) signature of the counters.
919. The bags should then station by station, be opened by the cash counter (the Cash
Witness and the Cashier or his representative looking on), and the contents emptied on
a carpet or table quite clear of everything which might hide coins if they rolled under it.
920. Not more than one cash counter should be employed in dealing with the bags
from one station, and until these are finally disposed of, the bags of another station
should not be touched by that cash counter. On opening a cash bag the cash counter
should first take out the Cash Remittance Note (T.2153) and hand it over, without
unfolding, to the Cash Witness and then proceed to count the cash. The cash counter
9.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
should call out the total amount of cash of each description and the Cash Witness
should verify with the entries in the Remittance Note (T.2153).
921. Discrepancies. If the cash agreed exactly with the Remittance Note (T. 2153), the
Cash Witness and the Cashier or his representative should initial the counterfoil of that
document. If a discrepancy be discovered between the cash and the Remittance Note, a
recount should first be made by the Cash Witness, and if that fails to settle the matter,
the Cashier should be apprised forthwith. Further action to establish the bonafides or
otherwise of the discrepancy should be taken by the Cashier in accordance with the
detailed instructions prescribed by the Financial Adviser & Chief Accounts Officer on
this behalf. In all such cases, however, the matter should be immediately reported to
the Accounts Officer of the cash office who should cause such investigations to be
made as he considers necessary and should, subject to the orders of the Financial
Adviser & Chief Accounts Officer, when necessary, fix responsibility.
922. When counters are engaged, as is generally the case, on the responsibility of the
Cashier, it will rest with the latter to see that the losses, for which they are held
responsible, are made good.
923. Deleted.
924. Shroffing. The Cashier is responsible for seeing that the cash in each bag is closely
examined by the counter during the verification so that uncurrent coins, oiled and
spurious notes, etc., may be detected. If, when the cash remittances of Pakistan
Railways are subsequently tendered at the Treasury, uncurrent coins, oiled and spurious
notes, etc., are detected therein in addition to those already discovered by the cash
office at the time of verification of station cash, the loss should be made good by the
Cashier.
925. Deleted.
926. Deleted.
927. Deleted.
928. Deleted.
929. Deleted.
930. Deleted.
931. Deleted.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
932. Deleted.
933. Deleted.
934. Deleted.
935. Counterfeit Currency Notes. Spurious currency notes will be handed over to the
police authorities for investigation, a special report of the case being made to the Chief
Commercial Manager. Their value will be placed to the debit of stations concerned and
where the notes are palpable forgeries, the amount will have to be made good at once
by the station staff responsible. When, however, they are classed by the Accounts
Officer as good imitations which could not be recognized by the station staff as
forgeries with the exercise of reasonable care during the ordinary course of business,
the value may be permitted to remain at debit of stations till the completion of the
investigations, when the General Manager will decide, on a consideration of the facts of
the case, whether the loss should be made good by the station or borne by the Pakistan
Railways. Half mutilated, mismatched, or altered notes will be returned to stations by
the cash office. The amount should be made good at once by the party responsible for
its acceptance.
936. Acknowledgment of Station Remittances. The cash received from stations having
been compared with the amounts shown in the Cash Remittance Notes (T. 2153) and
examined, the correct amount with which each station is to be credited should be
entered in the second, third and receipt foils of the Cash Remittance Note (T. 2153). All
three foils should be signed by the Cashier and the any Cash Witness. One foil should
be passed on to the Accounts Office with the Cash Check Sheet (A. 937) and the other
returned to the station concerned as an acknowledgment. One foil is retained at cash
office as record. Any corrections necessitated by short remittances or remittances of
uncurrent coins and oiled and spurious notes, for which the station has been declared
liable should be made in red ink with suitable explanatory remarks by the Cash Witness
and initialled by him.
937. Cash Check Sheet. The particulars of the cash remittances of each day should be
tabulated in Form No. A.937, Traffic Cash Check Sheets which should show the total
amount of cash acknowledged to have been received from each station and the grand
total of cash received from all stations and remitted by the Cashier into the treasury. It
will be found convenient to prepare the Cash Check Sheet by sections of the line, the
names of stations being arranged according to their geographical position. The total of
the Cash Check Sheet (A.937), representing the cash receipts of the day, should be
entered in the Cahier's Cash Book (A.906). The Cash Check Sheet should be sent daily,
along with the Cash Remittance Notes (T.2153) received from the stations by the cash
office to the Office of FA&CAO/Revenue for check.
9.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
FORM A. 937
TRAFFIC CASH CHECK SHEET FOR 20__ .
Block No.
Cash/Cheques
Cash Bag Earning
Stations Treasury Vouchers Total Remarks
No. Date
Receipts
938. Remittance to Treasuries. Payments into the treasury of station remittances and
other miscellaneous receipts should be made in Treasury Remittance Notes (Form No.
A. 938), and as a general rule, daily. Form A.938 should be in three foils. The first foil is
intended to be retained by the Treasury Officer; the second, which will bear the receipt
of the Treasury Officer, will be the voucher in support of the credit entry in the
Cashier's Cash Book; and the third foil will form the office record. The greatest care
should be taken that these daily receipts are stamped or obliterated to such an extent as
to render a second use of them impossible; and like other vouchers of the Cash Book,
they should be carefully filed.
FORM A.938
FORM T.2168
TREASURY REMITTANCE NOTE
No. ...20. . . .
To
The Officer-in-Charge,
Treasury at..
Sir,
Please receive the undermentioned sums as detailed (total in words).
.
For Financial Adviser and Chief Accounts Officer/Station Master.
Total
(To be filled in by Treasury Officer.)
Received the above sum as detailed, viz., Rupees (in words)..
. 20
....................................
In charge of treasury.
9.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
939. Receipts for sums of Rupees 500 and upwards should be signed by the Treasury
Officer; for sums under Rupees 500, the receipts may be signed by the Accountant and
Treasurer. In the case, however, of the State Bank of Pakistan, the signature of any
officer authorized to sign receipts may be accepted. Treasury Officers and bank agents
should be asked to furnish specimen signatures of officers authorized to sign receipts
and the signatures on receipts should be carefully compared with these.
C. PAY OFFICE
940. Pay District. For the expeditious payment of claims, Pakistan Railways should be
divided into Pay Districts, the location of which should be fixed by the Financial
Adviser & Chief Accounts Officer with reference to the location of the Divisions and the
Districts of the Engineering, Locomotive and Traffic Departments.
941. Paymaster's Cash Book. The accounts of the Pay Office should be based on bills
and cheques received from the Accounts Office. The Accounts Office will forward to
the pay office daily all bills requiring to be paid accompanied by abstract of bills
(A.207), cheque requisitions (A. 209) and cheques corresponding to the total amount of
the abstracts, for all of which the Paymaster should grant suitable acknowledgment. All
bills received in the pay office for payment should be numbered serially. The number
thus given in the pay office is referred to hereafter as the Paymaster's (or P. M. R.)
Number. The Paymaster should then enter the particulars and amounts of the bills on
the receipt side of the Paymaster's cash book (A.941), taking care to see that the
postings made agree with the abstracts of bills. As disbursements are made by actual
payments to payees at headquarters or by the issue of cheques or money to sectional
paymasters for payment, they should be entered on the expenditure side of the
Paymaster's cash book.
FORM A. 941
PAYMASTER'S CASH BOOK FOR............ 20__
Accounts Particulars of
Paymasters
Pay District or name of sectional
Pay District or name of sectional
Bill return
Amount returned unpaid
Paymasters (P.M.R.) No.
No. of Abstract of Bills
Date of Payment
Total for the day
Date of receipt
Amount paid
Particulars
paymaster
paymaster
Amount unpaid
Remarks
Amount paid
Total
Date
Date
Date
No.
No.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21
9.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
942. Providing funds to Sectional Paymasters. All cheques received with the passed
bills in the pay office should be encashed by the paymaster and cash made over to the
sectional paymasters concerned. In exceptional cases, cheques may be made over to
the sectional paymasters for distribution. In such cases, separate cheques in favour of
each of the sectional paymasters concerned should be requisitioned for, vide paragraph
943. The signature of the sectional paymasters for the cheques and amounts received
should be obtained in a separate register (form A. 942), or in the Paymaster's cash book
under a suitable column, in token of their acknowledgment. When cheques are sent to
sectional paymasters at outstations, the acknowledgments of the sectional paymasters
should be obtained on the Advice Notes of bills and cheques dispatched (A.945) and
references to the accepted advice notes should be quoted in the register (A.942) or in
the Paymaster's cash book. The total of the cheques made over to sectional paymasters
should agree with the total of cheque requisitions (A. 209) received every day.
FORM A. 942
REGISTER OF CHEQUES RECEIVED & DELIVERED TO SECTIONAL PAYMASTERS
Date................20__
Signature of person
Name of sectional
Cheque receiving cheques or
Payee Amount Total paymaster
No. reference to advice
concerned
notes (A.945)
Rupees Rupees
943. Such of the cheques as have been omitted to be drawn or are required for placing
sectional paymasters at outstations in funds, should be entered up in a register, form
A.943, and the register sent to the Accounts Office for issue of the necessary cheques.
The amount of these cheques should be deducted from the Paymaster's cheques for the
day.
FORM A. 943
REGISTER OF CHEQUES TO BE DRAWN BY THE ACCOUNTS
DEPARTMENT
Date.................20__
Name of person
Reference to A. B. No. and Treasury on in whose favour
Amount Remarks
abstract which required cheque is
required
Rupees
9.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
944. Bills Distribution Register. After the posting of the Paymaster's cash book (A.941) is
complete, the bills should be sorted for distribution to the sectional paymasters by
whom the payments are to be made. They should then be entered in the bill distribution
register (A. 944). Bills intended for sectional paymasters stationed at the headquarters of
the Paymaster should be delivered to them and their acknowledgment obtained on this
register. The acknowledgment of sectional paymasters at outstations should be obtained
on an advice note (A.945), reference to which should be quoted under the column
"Signature of sectional paymaster" in the Bills Distribution Register (A. 944).
FORM A. 944
REGISTER SHOWING DETAILS OF BILLS MADE OVER TO SECTIONAL PAYMASTERS
Signature
Signature
of
of
sectional
sectional
paymaster
A.B. P.M.R A. B. P.M.R paymaster And so
Amount for having Amount
No. No. No. No. for having on
received
received
the bills
the
and
amount
amount
Rupees Rupees
945. Advice Notes of Bills and Cheques Dispatched. Bills intended for sectional
paymasters located at outstations should be entered in an advice note, to be prepared in
triplicate. The original and duplicate of the advice note together with the bills and
cheques should be dispatched under registered cover the same day, if possible, as they
are received in the pay office. The dispatch of the bills and cheques should be
intimated to the sectional paymasters concerned by email, fax, etc. Immediately on
receipt of the registered cover, the sectional paymaster should verify that the bills and
cheques stated to be enclosed with the advice note have been correctly received and
return the duplicate copy of the advice note duly acknowledged to the pay office. Any
difference between the amount advised and that actually received should be brought to
the notice of the Paymaster by email, fax, etc. The copy of the advice note which bears
the acknowledgment of the sectional paymaster should be filed in the pay office by
attaching it to the office copy of the advice note. If any advice note remains
unacknowledged, the Paymaster should promptly call for its acknowledgment.
946. Return of Forms A.207 and A.209 to Accounts Office. The Abstract of bills (A.207)
and cheque requisition (A.209) should, after completion of the Pay office record in the
manner indicated in the preceding paragraphs, be returned to the Accounts Office.
They should not ordinarily be retained in the pay office for more than a day.
9.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
947. Sectional Paymaster's Cash Book. Each sectional paymaster should maintain a
cash book in form A.947. The Receipt side of the sectional paymaster's cash book
should be posted from the bills received from the Paymaster or transferred by other
sectional paymasters for payment. The total amount to be disbursed by a sectional
paymaster in connection with the bills received by him, according to his cash book
postings, should agree with the total amount of cash and cheques received by him. The
Expenditure side of the cash book should be posted from paid vouchers and from
acknowledgments of the Paymaster and other sectional paymasters on account of
amounts transferred for payment.
FORM A. 947
SECTIONAL PAYMASTER'S CASH BOOK
Dr. (Receipts)
received
from other sectional
Amount of each bill
Paymaster's
Total Particulars of return to
Date Register Accounts Bill
Particulars for the Paymaster
of receipt (PMR)
day
paymasters
Amount
Amount Amount
No. Date No. Date Date
paid unpaid
(Payments) Cr.
Paymaster's Amount paid
Date of Amount Total for
Particulars on behalf of Remarks
payment paid the day
other sectional
No. Date paymaster
948. Balancing the Paymaster's and Sectional Paymaster's Cash Books. The cash books
of the paymaster and the sectional paymasters (A.941 and A.947) should be closed and
balanced daily, and the details of the balance after actual count noted at foot. Any
deficiency must at once be made good and brought on to the cash book of the
following day, while an excess found in cash should be paid to the Cashier as a credit
to G08208 Unpaid Salaries and Wages. If at any subsequent time the mistake as to
the excess or deficiency, already entered in the cash book, is discovered, and the
amount is found to be refundable, this should be done on a pay order issued by the
Accounts Office. Erasures of any kind in the cash books, receipts and bills are strictly
prohibited; corrections should always be attested by initials.
9.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
949. The rule requiring the cash books of sectional paymasters to be closed and
balanced daily may be waived by the Accounts Officer in cases in which compliance
therewith is difficult or impracticable. Sectional paymasters should, however, be
required to close and balance their cash books daily whenever they are at headquarters
and in any case not less frequently than once a week.
950. Return of Bills to Paymaster. All paid bills and bills on which no more payments
can be made, should be returned by the sectional paymasters to the Paymaster under
cover of an advice slip (Form No. A. 950), together with a copy of the Unpaid Wages
Lists (see paragraph 952) showing the names and designations of the payees and the
amounts unpaid with reasons for non-payment. This advice slip, after being checked by
the Paymaster with the unpaid money and the bills returned therewith, should be
returned, duly acknowledged, to the sectional paymasters concerned.
FORM A. 950
ADVICE SLIP OF BILLS RETURNED
To
The Paymaster,
..............
. . . . paid bills, enumerated below, together with the corresponding lists of unpaid
wages and cash amounting to RUPEES.........as per details below are enclosed.
Dated.. .
Sectional Paymaster
A. B. No. & date Amount of bill Amount unpaid Remarks
Paid into the Cash Office / Treasury as per Deposit Slip / Treasury Remittance Note
No....dated.
..
Paymaster
Received the documents and cash detailed above.
Dated ..
Paymaster
951. Sectional paymasters should note the following information on all returned bills:
1. Date of receipt.
2. Dates on which payments were commenced and finished.
3. Date of return to Paymaster.
9.13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
Sectional paymasters should always quote the number of the bill and of the relevant
abstract (A.207) on separate receipts, or on extracts and authorities attached to a bill to
which they refer, as without this information it is difficult to trace the bill to which they
pertain. When extracts (Form A. 964) or receipts are attached to a bill, a remark to the
effect extract attached or receipt attached should always be made in the bill
opposite the names of the persons concerned.
952. Unpaid Wages Lists. A complete list of items unpaid should accompany each bill
returned by the sectional paymaster to the paymaster. The list should be prepared in
form A.952 in triplicate. One copy should be retained as the sectional paymaster's
record and, of the other two copies, one should be submitted to the Paymaster, for
transmission to the Accounts Office and the other sent to the departmental officer
concerned for such action as he may consider necessary.
FORM A. 952/A. 1116
LIST OF UNPAID WAGES RELATING TO THE....
DEPARTMENT.........................FOR THE MONTH OF.
Credit
No. and Date of imprest
a/c. through which paid
Description of bill from
adjustment in expenses
Items paid in the same
(1)
Items paid in the next
Initials of Accounts
Initials of Assistant
No. of employee
Allocation
half year
half year
Amount
Station
Name
date
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
953. Disposal of Unpaid Wages. Immediately after receipt of unpaid money, the
Paymaster should enter the amount in his cash book on the receipt side. If it is evident
that no more payments can by made, the money should either be returned to the
Cashier with the deposit slip or paid into the treasury to the credit of Pakistan Railways,
as may be prescribed by the Accounts Officer, and the expenditure side of the
Paymaster's cash book posted. In the former case, the Cashier should acknowledge the
receipt of the amount on the deposit slip, indicating thereon the date of remittance to
the treasury, and return it to the pay office for submission with the Unpaid Wages Lists
to the Accounts Office. In the latter case the treasury receipt should be submitted with
9.14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
the Unpaid Wages Lists to the Accounts Office. All amounts received as unpaid by
the Cashier should be paid into the treasury to the credit of Pakistan Railways and the
treasury receipt should be submitted to the Accounts Office as supporting voucher to
his cash book (A. 906).
954. Return of Bills to Accounts Office. All paid and unpaid bills should be
carefully examined by the Paymaster, and completed in every respect before they are
returned to the Accounts Office. They should then be posted under the column
particulars of return in the Paymaster's cash book (A.941), and forwarded to the
Accounts Office with the cash book. The initials of the Junior/Senior Auditor receiving
the paid and unpaid bills in the Accounts Office should be taken in the Paymaster's
cash book. In cases where the Paymaster's cash book (A.941) does not contain the
column Particulars of return, the acknowledgment of the Junior/Senior Auditor may
be obtained on the advice slip of bills returned (A.950). (In the Accounts Office, the
bills returned by the Pay Office should after the checks prescribed in the next
paragraph, be dealt with in accordance with paragraphs 322 and 323).
955. Check of Paymaster's Cash Book. The Paymaster's cash book should be submitted
to the Accounts Office for check at least once in a month. The Paymaster's cash book
and the bills (paid and unpaid) should, on receipt in the Accounts Office, be examined
to see that:
(i) all the cheques issued in favour of the Paymaster for the disbursement of bills
included in the abstracts of bills (A.207) passed during the month have been
correctly taken to account in the Paymaster's cash book;
(ii) the receipts of the payees are forthcoming in all cases where payments have
been made;
(iii) the necessary unpaid wages lists and treasury receipts have been received for
the amounts returned as unpaid;
(iv) there are no bills outstanding with the Paymaster beyond the period
permitted under paragraph 980.
In cases where payees' receipts are not attached with the bills, the Paymaster should be
called upon to submit the required receipts within a fortnight. Delays in the submission
of payees' receipts or in the return of bills (paid or unpaid) to the Accounts Office
should be reported to the Financial Adviser & Chief Accounts Officer for such action as
he may deem necessary to take against the Paymaster.
956. Accounts Officer's Acquittance. After check in the manner indicated above, an
acquittance certificate should be recorded on the Paymaster's cash book in the
following form (suitable modification being made, when necessary) and the cash book
returned to the Paymaster for record.
9.15
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
FORM A. 956
ACCOUNTS OFFICER'S ACQUITTANCE CERTIFICATE
ON PAYMASTER'S CASH BOOK
1. This is to certify that all bills for Rupees.............relating to the month of
........have been received back from the Paymaster and there is no outstanding regarding
objectionable vouchers, payees receipts, acknowledgments, etc. Hence the
Paymaster's Cash Book is passed finally.
....
Accounts Officer
Payment Procedure
957. Notice of Payment. Consistent with the provisions of the Payment of Wages Act
and the Rules made thereunder, the Accounts Officer should notify, at least two months
in advance, the dates on which payment of various classes of bills will be made, and
see that the dates are adhered to. As a matter of convenience to departmental officers in
mustering payees and furnishing witnesses to payments, sectional paymasters should
give previous notice of the date and hour of intended payments. For payments of bills of
departments other than Engineering, the employees of which are generally paid at a
fixed place, such as at a Depot, a Shed or a Shop, not more than a couple of hours
notice will be sufficient before commencing payments. For all bills of the Engineering
Department (except office pay and travelling allowance bills, which require no special
notice, unless payments thereof have to be made in the presence of an officer or
subordinate) 48 hours clear notice should be given by the sectional paymaster to the
officers or subordinates named therein to witness payments. The notice should be given
through such means as may be thought most convenient and feasible, both for the
sectional paymaster and witnessing officers.
958. Sectional paymasters should be very careful to see that the engagement so
arranged is kept by them. If, on arrival at the appointed place, they find that the
witnessing officer is not present, they should immediately inform him of their arrival by
letter, and ask him when he may be expected; they should, at the same time, report the
facts to the Divisional Paymaster.
9.16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
959. In special and exceptional cases, if a sectional paymaster, after giving notice, finds
that he has a very urgent payment to make, and that, therefore, he would not be able to
meet the witnessing officer at the appointed date, he should immediately contact with
the witnessing officer telling him of his inability to attend, and asking him to propose
another day for payment. On receipt of the witnessing officer's reply, the sectional
paymaster should give him his consent in writing to the date proposed by him.
960. The same procedure should be observed by the witnessing officer in case of his
inability to attend, and it will be binding on the part of both the sectional paymaster
and the witnessing officer to reply immediately to each other's notice.
961. Witnessing of Payments. The general rules relating to witnessing of payments are
laid down in paragraphs 1689-93 of the Pakistan Railways General Code. When an
order to the effect that payment in a particular case is to be made in the presence of a
particular official is recorded in a bill, the sectional paymaster should call upon that
official, or any person deputed by that official, to witness the payment. When no such
order is recorded in the bill, the sectional paymaster should call upon some recognized
person of the railway staff to witness the payment. No witness need, however, be
required for payments made to those railway employees who can sign their names in
English, except in the following cases:
(a) When the payee is not known to the Sectional paymasters or to some
recognized person on the line, in an office, or at a station, etc., of Pakistan
Railways.
(b) When the sectional paymaster finds if desirable to have a witness for his own
satisfaction in the case of those employees who have merely learnt to sign their
names in English.
962. Witnessing officials are responsible for the identity of their men, and for the correct
payment of the amount entered in their favour in the bills. Sectional paymasters should
take care to see that persons who present themselves for payment are, as far as they
know, really those mentioned in the bills. If they entertain any doubt they should refuse
payment until the doubt is removed. A case of one man answering to another man's
name should, in no circumstances, be passed over, but should be reported to the
Accounts Officer through the Paymaster.
963. Inter-District Payments. With a view to accelerate payments, employees of all
Departments should send intimation of their transfers direct to the sectional paymaster,
from whose district they have been transferred; should the men transferred be unable to
write, his immediate superior should make out and dispatch the advice for him.
964. As soon as it comes to the notice of a sectional paymaster that a person whose
money is in his hand for payment, has been transferred from his district to that of
another sectional paymaster, he should immediately send to the other sectional
paymaster an extract from the bill in form A.964 and authorize him to make the
9.17
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
Pay District
A. B. No........... Dated..................
P. M. R. No......... Dated..................
for Rupees ................. Rupees in words
Received from the Accounts Officer,...............................................Pakistan Railways
Rupees ......................................................................................................................
being .........................................................................................................................
Station................ .....................................
Dated.................. Signature of payee
The above payment has been made to and received by the payee and signed by him in
my presence.
....
Signature of witness
N.B. Payees who cannot write must have their thumb impressions attested by one witness.
965. Inter Divisional / Accounting Unit Payments. In the case of payments due to an
employee transferred to another division or accounting unit, the sectional paymaster
should be instructed to return the net amount payable as unpaid and the Accounts
Officer of the division / accounting unit to which the employee has been transferred
should be authorized to arrange payment of that amount to the employee and to raise
the necessary debit against the division / accounting unit issuing the authority. (See
paragraphs 214 to 216).
Note. The Financial Adviser & Chief Accounts Officer may authorize a procedure similar to that outlined
in paragraph 964, by which inter-divisional payments may be arranged by Divisional Paymasters,
without the interference of the Accounts Officer, if such a procedure would suit the organization of the
department.
9.18
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
966. Postal Payments. Where payments have to be made to persons living at remote
places and where it is not possible to resort to the procedure outlined in paragraphs 214
to 216 or to issue cheques in favour of the payees, payment should be made by money
order, the cost of the money order being borne by the payee except in cases where
Pakistan Railways is clearly liable to arrange for the payment at remote places, e.g.,
payments of bills for stores purchased, electric charges, taxes, salaries of staff working at
remote places of Pakistan Railways, advertisement charges, etc. Payments to persons
who are at a place where there is neither a treasury nor a money order office may be
made by currency notes and postage stamps of small value. This method of payment
should be resorted to only in exceptional cases under the orders of the Accounts
Officer. Government drafts and all remittances whether by cheques, postal orders,
stamps, etc., should always be forwarded under registered cover, insured, where
necessary. The receipts of the post office should be carefully filed as vouchers.
967. Deleted.
968. Receipts for Payments. Rupees 1 should be deducted for all payments exceeding
Rupees 20 but not exceeding Rupees 2,000, Rupees two should be deducted on all
payments exceeding Rupees 2,000 but not exceeding Rupees 10,000 and Rupees 5
should be deducted for all payments above Rupees 10,000 (except in cases where
stamped receipts are not necessary) and revenue stamps affixed on the receipt obtained
from the payee. In cases of remittances of Government Drafts, cheques, currency notes,
etc., the payees should be called upon to furnish stamped receipts on the receipt
portion of the Remittance Note (A.970) (which should be sent to the payees for
signature and return). Should the payee neglect to furnish the stamped receipt, further
action need not be taken (as in that event the receipt of the post office will be treated as
the voucher for the remittance, vide paragraph 966). When an amount is remitted by
money order, the purpose of remittance should be briefly stated by the sender on the
acknowledgment portion of the money order form in continuation of the printed entry
Received the sum specified above...., sufficient space being left below the manuscript
entry thus made, for the signature or thumb impression of the payee. The payees
receipt furnished by the post office should be accepted as a voucher and duly preserved
for production, if necessary, as evidence of payment.
969. Payments by Cheques and Payments into Banks. The rules regarding payment of
pay to railway employees are laid down in paragraphs 1663 of the Pakistan Railways
General Code. Cheques for payment of pay to the railway employees will be drawn by
the concerned Accounts Office. A consolidated cheque is issued to the bank under a
covering (in duplicate) alongwith Office list of employees showing bank account
numbers and amount to be credited to each employee. Banks acknowledgement is
received on the covering for record. In cases where the cheques are to be sent to the
officers (and not paid into banks), the acknowledgement of the officers will be obtained
on the salary bills.
9.19
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
Note. Deleted.
970. Deleted.
972. The Paymaster and sectional paymasters are prohibited from making any
deduction from the dues of an employee for payments to private individuals.
973. Sectional paymasters should not make payments of the dues of one employee to
another except on the written authority of the person billed for, which should be
attached to the bill in support of the payment. The signature for such payments should
be taken as per example below:
975. Payment of Wages. The following procedure should be followed in the payment of
wages:
(a) The thumb impression of the payees should be obtained on the pay sheets.
(b) The initials of the witnessing officer should be entered against the names of
all men paid and his certificate in cases of full payment should be given at the
foot of the pay sheet in the manner described below:
9.20
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
(c) If any employee had not been paid, the certificate should be as below:
(d) The witnessing officer should, at the same time, give appropriate remarks
against the unpaid items to indicate the reason for non-payment (e.g., absent,
dead, discharged, etc.)
The date of the payment and the word Paid should be written and initialled against
the name of the payee.
976. The detailed system of payment to employees of the Locomotive and Carriage &
Wagon Workshops has been laid down in the Pakistan Railways Code for the
Mechanical Department (Workshops). The detailed procedure for the payment of the
staff of the other departments on the line should be laid down by the Accounts Officer
in consultation with the heads of such departments.
The certificate for payment should be given by the witnessing officer in the following
manner:
"Paid in my presence."
Signature and designation
(in full)
Date of payment
9.21
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
979. Unless specially mentioned in a bill, no witness need be required for payments
made by cheque to contractors able to sign in English.
980. Time Limit for Retention of Bills. Sectional Paymasters should not retain in their
hands, any bills for more than one month from the date of their receipt, but should
return them to the Paymaster with any amounts remaining unpaid. This period, may, at
the discretion of the Accounts Officer, be extended or curtailed to suit the detailed
procedure of payment for particular staff, but in no case, should the bills be allowed to
be retained by the sectional paymasters for more than three months.
981. Surprise Checks. The Accounts Officer or any other gazetted officer nominated by
the Financial Adviser & Chief Accounts Officer should occasionally exercise a surprise
check on the accounts of the sectional paymasters both at headquarters and on the line
and such check should embrace a census of the bills in the possession of the sectional
paymasters and the counting of the cash in their hands. The Accounts Officer should
also arrange for surprise checks of payments to labour paid on salary bills/muster rolls
in accordance with the rules in paragraph 1351 of the Pakistan Railways Code for the
Engineering Department.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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983. Sectional paymasters should cash payment orders against their imprests as soon
after their receipt as possible. When they have not got sufficient balance in their hands
to meet the demands, they should ask the Paymaster for early recoupment of the
imprests; the latter should send the demand to the Accounts Office, if the imprest
account be there, so that the sectional paymaster may be placed in funds as early as
possible.
984. Sectional paymasters should send their imprest accounts for recoupment at
convenient intervals or when about half of the imprest amounts have been spent, to the
pay office, and immediately after their receipt, they should be transmitted with
vouchers to the Accounts Office. All vouchers in support of payments shown in imprest
accounts should be numbered consecutively and submitted with the account
concerned.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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985. Custody of Cash. Detailed rules for the custody and protection of cash with the
sectional paymasters, while at their headquarters, when travelling, or while stopping at
stations, should be laid down by the Financial Adviser & Chief Accounts Officer. Where
treasury guards are employed, the rules should define clearly their duties and
responsibilities.
986. Sectional paymasters should be held personally responsible for all moneys made
over to them and for any loss accruing to Pakistan Railways from want of precautions
for the protection of Pakistan Railways money. Under no circumstances should
sectional paymasters keep Pakistan Railways money at their private residences, nor
should private money be mixed with Pakistan Railways funds on any pretext whatever.
987. Transfer of Charge of Sectional Paymasters. The relieving sectional paymaster
should receive the cash and bills as per relieved sectional paymaster's cash and imprest
books as on the day on which the charge is made over, entering the details of these in
form A.987. This form as well as the cash and imprest books should be signed both by
the relieved and the relieving sectional paymasters. The form should be prepared in
duplicate, one copy being sent by the relieved sectional paymaster to the pay office,
and the other retained by him.
FORM A. 987
CHARGE REPORT OF SECTIONAL PAYMASTER
....................Pay District
................District/Division
This is to certify that the charge of............Pay District is made over to-day,
the............20__ , by sectional paymaster..................and taken over by sectional
paymaster....................and the details of balance in hand are as below:
..
Dated................20__ . Paymaster
CASH
Liabilities Rupees Assets Rupees
Amount of vouchers as per Govt. Currency notes, cash
cash book for.............. ______ and stamps in hand _______
Amount of vouchers as per Cheques in hand _______
cash book for..........
Amount of statement of unpaid
wages not yet recouped _______
Total
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER IX
Grand Total
A list of tools and plant and other Pakistan Railways property made over is attached.
Made over Rupees................(in words and figures) and bills and vouchers, as per
details above.
.
Relieved Sectional Paymaster.
Date...............20..
Received the above as correct.
..
Relieving Sectional Paymaster.
Date................20...
988. Both the relieved and the relieving sectional paymasters should, immediately after
making and taking over charge, respectively, send intimation to the office on the
following lines:
Made over Rupees _______ as per cash book and Rupees ___ as per imprest to Mr. X.
989. The relieving sectional paymaster should send to the pay office a list of the tools
and plant, furniture, books and other Pakistan Railways property received by him from
the relieved sectional paymaster, and give the latter of receipt for the same.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1002. Financial Statements. The commercial accounts of the Railways are known as its
Financial Statements. The Financial Statements of Pakistan Railways are compiled
periodically (see Chapter XII). The various processes of accounting followed in Railway
Accounts Offices, so far as the administrative requirements are concerned, lead up to these
accounts. The Financial Statements will be prepared in compliance with the requirements of
International Financial Reporting Standards (IFRS) as adopted in Pakistan by the Institute of
Chartered Accountants of Pakistan. The financial accounting system of Pakistan Railways is
based on double entry book keeping to meet the requirements of financial accounting best
practices and implemented and operated effectively in a modern and integrated IT system. The
financial accounting system is fully integrated and transactions of any accounting unit can be
monitored/reviewed at Pakistan Railways Headquarters.
1003. The financial results of the working of a railway cannot be adequately gauged unless
separate accounts are maintained of its Capital as distinguished from its Revenue transactions.
Capital transactions may be broadly described as those which pertain to the acquisition of long
term assets while Revenue transactions are those which relate to the working of the railways,
comprising both earnings and working expenses. Detailed rules regulating the classification of
transactions under Capital and/or Revenue are prescribed in Chapter IX of the Pakistan Railways
General Code.
1004. Government Accounts. The accounts of railways maintained in accordance with the
requirements of Government accounts are collectively termed the Finance Accounts. The
Finance Accounts of Pakistan Railways are compiled annually for the purpose of presenting, in
a condensed form, the various transactions brought to the books of account of the railway duly
classified in accordance with the heads of account prescribed for Government accounting. (See
Chapter XII.) The various processes of accounting followed in Pakistan Railways Accounts
Office in compliance with the requirements of Government Accounts lead up to the Finance
Accounts.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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The first group comprises the receipts classed as Revenue (c.f. paragraph 1003) and
the expenditure therefrom; and the second, the expenditure classed as Capital and
receipts intended to be applied as a set-off to capital expenditure. The transactions
under the third group, viz., Debt, comprise receipts and payments in respect of which
Government becomes liable to repay the moneys received or has claim to recover the
amounts paid, together with the repayments of the former and the recoveries of the
latter. Remittance Transactions represent transactions appearing in the first instance in
the books of one Accounts Officer but finally transferred to those of another.
1006. Deleted.
1008. Deleted.
1009. Deleted.
NOTE. (1) Recoveries on account of overpayments of a previous year, other than overpayments
relating to works in progress (i.e., works the accounts of which are kept open), stores and other accounts
should be recorded as Earnings under sub detailed object (Sundry Earnings) in 31208-Sundry Income
subsidiary code. But overpayments due to difference between actual and assumed attendance (c.f.
paragraph 1604 G) should, when recovered, be adjusted in reduction of expenditure, even though the
recovery is made in a subsequent year.
(2) Credits not exceeding Rupees 2,000 relating to works the accounts of which have been closed
should also be recorded as Earnings.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1011. Deleted.
1012. Deleted.
1014. Purpose of Detailed Chart of Accounts. The careful and well planned analysis of
all transactions is a condition precedent to effective financial control and is the primary
object of any Chart of Accounts. It is also necessary to secure the requisite degree of
uniformity of accounting amid the volume and variety of the financial transactions of
railways to render reliable comparisons between the accounts of different time periods
possible and to prepare budget estimates or forecasts for receipts and payments. The
labour spent in the classifications will be miss-spent if Accounts Offices failed to
maintain proper books of account in accordance with the prescribed Chart of Accounts
or if the Disbursing Officers omitted to review periodically, with the assistance of such
records, the earnings and expenditure for which they are responsible.
1015. Responsibility for Allocation. The primary responsibility for the allocation (as per
Chart of Accounts) of the initial documents in support of receipts and payments and
other accounting transactions rests with the executive authorities, and each bill or
voucher received from them should show the correct allocation in the fullest detail. The
Accounts Department is responsible for seeing, to the extent it is possible to do so, that
the allocation shown on the initial documents is not incorrect.
1017. Accounts Heads. Of the several account heads operated on in Pakistan Railways
books, some are for the purpose of reporting to Federal Government (which are kept on
a purely receipts and expenditure basis) like Appropriation Accounts and Civil
Accounts. The Chart of Accounts of Pakistan Railways is similar to that of Government.
The accounts of Pakistan Railways will be prepared on accrual basis of accounting as
per International Financial Reporting Standards, whereas reporting to Government is
being made on cash basis of accounting. Therefore, certain heads of account as given
in Appendix XIX to this code are operated in the books of Pakistan Railways for meeting
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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the requirements of reporting to Federal Government. Major of these heads are dealt
with in paragraphs 1018 to 1020. Of the other account heads, those which need some
explanation as to how they fit into the structure of Railways Accounts have been dealt
with in paragraphs 1021-1029.
1018. Current Liabilities-Railways. This is a minor head of account under the major
head Trust Account-Railways. As the Revenue Account of each month records the
expenses of the month without reference to the extent to which these have been
liquidated, the Current Liabilities account is used to collect the liabilities of the month,
and as the payment thereof is debited to it, the balance represents the outstanding
liabilities. The following rules are prescribed for guidance in operating this head:
(a) The accounts of a month cannot be closed, until some time after the expiry of
the month. The greater part of the liabilities of the month, however, if not all, is
liquidated early in the succeeding month. It follows, then, that the final book record of
the payment of a liability is actually antecedent to the record of the incurring of the
liability. This being the case, all Cash and Transfer payments of Revenue expenditure
should be debited to Current Liabilities-Railways.
(b) It is important that, all working expenses properly appertaining to a year should
be charged to the Revenue Account of that year. For this purpose it will sometimes be
necessary to estimate the probable charges for such items as Station expenses, charges
for rent, maintenance and inspection, pay and allowances, utilities, etc. In such cases
the proper head of expenditure will be debited, and appropriate detailed head of
Current Liabilities-Railways credited, that latter account being cleared when the
actual expenditure is known. If the amount has been underestimated a further entry
debiting the expenditure by credit to Current Liabilities-Railways will be necessary;
but if the estimate was too high Current Liabilities-Railways will be debited by Cash
and Transfer only to the extent of the actual payment, and a journal entry, debiting
Current Liabilities-Railways by credit to the head of expenditure previously over-
debited will be made.
Note: Pay and allowances are generally paid through out the month due to different tours, therefore the
pay and allowance of a tour may fall in two calendar months, for closing of accounts, the pay and
allowances of the number of days of the concerned calendar month have to be estimated for
incorporation in the accounts.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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the realization of which the Traffic Department is responsible, and it is creditor for all
recoveries of such earnings. The balance, therefore, represents the unrealized earnings
outstanding at stations and in the Accounts Office.
1020. Salaries and Wages. The value of the labour employed in the mechanical and
other departmental shops/factories must necessarily be charged to the works concerned
in the month in which the labour was performed, though not paid for until the
following month. The total value of labour employed in the shops/factories during any
month will be debited to the Work-in-Process Account through subsidiary coding
scheme by crediting the Salaries and Wages Payable Account. As the Labour Pay Sheets
are passed in the Accounts Office for payment, the amount passed will be debited in
the general books of the railway (paragraph 1102) to the account head Salaries and
Wages Payable. The balance of the account Salaries and Wages Payable will
consequently represent liabilities on account of labour Pay Sheets charged, but not as
yet cleared. The account Salaries and Wages Payable thus corresponds to the account
Current Liabilities-Railways. As an alternative procedure the following may be
adopted. As the Labour Pay Sheets are passed in the Accounts Office for payment, the
amount should be charged in the Classified Abstract of Cash Transactions (A.1106) to
Transfer Capital (Work-in-Process Account). These debits which are collected in the
Monthly Classified Abstract of Cash Transactions should be totalled at the end of the
month and one responding journal entry in the Capital books crediting Transfers
Revenue and debiting Work-in-Process made.
(a) Deleted;
(b) Deleted;
(d) payments made in advance for stores to be supplied or transfer debits for
value of stores supplied pending receipts of materials (if not recorded through
Sundry Creditor-Purchases).
1022. Deleted.
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1023. Deposits. There are following detailed heads for recording of different types of
deposits received by Pakistan Railways:
(1) Unpaid Salaries and Wages (G08208). This account is credited with all
unpaid amount in bills passed in favour of the staff of the railway, and debited with
all subsequent payments.
(3) Other Accounts. Under these detailed heads are included Cash Security
Deposits, earnest-money given by tenderers for contracts, closed accounts of the
General Provident Fund, court attachment recoveries, indemnity bond recoveries
from stations and Administration on account of estimated cost of works to be
executed by Pakistan Railways. The debits will consist of the refund or repayment of
previous credits and of amounts written-off under paragraph 1121.
1024. Deleted.
1025. Staff Benefit Fund (G08120). This is a detailed head under the minor head
Accounts of Railways. It will be operated in accordance with the Staff Benefit Fund
rules prescribed in the Pakistan Railways Establishment Code. It will be credited with,
besides other items, all fines realized from employees of the railway to whom a months
notice or more of discharge is required to be given. Permanent way gangmen and
other monthly paid servants of a similar class come under this category. Fines realized
from workpeople or contractors are not creditable to his fund, but should be credited to
the work on which they are employed.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1026. General Provident Fund (G06114). This head records the credits to and payments
from the General Provident Fund. In this account are recorded all transactions relating
to the General Provident Fund. (See also Chapter XIII). Unpaid General Provident Fund
amounts will be credited to this head of account unless they relate to closed accounts,
in which case they will be credited to relevant head of deposit accounts as described in
paragraph 1023. Subsequent payments of such amounts will only be made on payment
orders drawn out by the General Provident Fund section in the usual manner.
1027. Cash Balances. This is minor head under the major head Cash and Bank
Balances. This head is debited and credited with all cash transactions as recorded in
the General Cash Book (A.1103), and summarized in the General Cash Abstract Book
(A.1106). The balance of this account will represent the amount held by the cashier for
payment into treasury, and the total of cash imprests with the departmental officers.
1028. Deleted.
1030. Deleted.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1101. Introduction. The duties of the Accounts Officer in regard to the compilation of
Railway Accounts are:
(i) to collect and bring to account all the receipts, disbursements and other
transactions of railway department, division, etc., to which he is attached,
i.e., of his accounts circle / accounting unit;
(ii) to transfer to other accounts circles / accounting units the items pertaining
to them which originate in his circle unit and to adjust in his books of
account the items transferred to him by other Accounts Officers;
(iv) to make up a detailed account of his circle / accounting unit for each
year. The various processes by which the receipts, disbursements and
other transactions of an accounts circle / accounting unit are collected
and brought to account are described in this and other departmental
codes. The detailed procedure relating to the settlement of Remittance
transactions is laid down in Chapter XIV. The compilation of the
monthly accounts is dealt in this chapter and compilation of the annual
accounts in the next.
1102. General Books. For the purpose of collecting and bringing to account the
transactions of his accounts circle / accounting unit and for compiling the monthly and
annual accounts, the Accounts Officer should maintain certain essential records, which,
for brevity, are referred to in this Code as the General Books of the railway. The
General Books of the railway comprise the following:
1. The Daily Abstract of Cash Transactions or the General Cash Book, Form No.
A.1103 or A.1104.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
The distinction in Capital and Revenue will be made by recording the transaction with
reference to its grant whether Capital or Revenue as the case may be. Only one Daily
Abstract and Monthly Abstract of Cash Transactions need be maintained subsidiary to
the General Ledger. All capital and revenue transactions should accordingly be
journalized, summarized and recorded to appropriate heads of the Chart of Accounts as
well as in subsidiary ledgers of such transactions should be effected by means of journal
entries in the Books of account,
1103. Daily Abstract of Cash Transactions or the General Cash Book. This record is
intended to bring to account the cash transactions of the accounts office. It should be
maintained in form A. 1103. It should be posted daily as indicated in paragraph 1105.
A Cash/Bank payment or receipt voucher duly signed by the competent authority
should be forthcoming in support of every entry in it. It should be checked and signed
by the officer in charge of the section. It should be balanced daily and the balance
reconciled with that in the Cashiers Cash Book (A. 906).
FORM A. 1103
Dr. GENERAL CASH BOOK FOR . . . . . . . 20. . . . Cr.
Particul Particul
ars No. of ars
No. of Rupe No. of No. of Rupe
Date (Accou vouche Details Date (Accou Details
receipt es voucher receipt es
nt r nt
head) head)
1104. Alternative form of General Cash Book Columnar Cash Book. The General
Cash Book may also be kept in a columnar form, so that the analysis, by account heads,
of the cash receipts and disbursements may be had directly without the intermediary of
a cash abstract book. Whenever a columnar cash book is in use, a separate cash
abstract book (A. 1106) need not be maintained.
FORM A. 1104
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1105. Posting the General Columnar Cash Book (A.1103/1104). The debit side of the
General Columnar Cash Book (A.1103/1104) should be posted from the following:
The credit side of the Cash Book (A. 1103/A. 1104) should be posted from the
following:
(a) the Abstract of Allocation (A. 212) in regard to the allocation of debits; and
(b) the Treasury Remittance Receipts (A. 938) in respect of remittance to
treasuries.
1106. The Monthly Classified Abstract of Cash Transactions of the General Cash
Abstract Book. This record, form A. 1106, should be posted daily from the totals in the
Daily Abstract, of Cash Transactions (A. 1103). It should be kept in two parts, one part
for receipts and the other for disbursements. It should be totalled after the transactions
for the last day of the month have been posted in it. The totals under the heads
Remittances in Transit and Pre-Audit Cheques should be reconciled with the
statements received from banks and treasuries.
FORM A. 1106
11.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
PART II.
Sundries Dr. to Cash. A. 1106 Disbursements.
Heads of Accounts
Date And so on Total Date
1107. The Journal (Edit List). All transactions whether involving the actual receipt or
disbursement of cash or not should be recorded in the Journal (Edit List), form A. 1107.
Each entry in the Journal should be supported by a Journal voucher in form A. 1108,
cash or bank voucher, duly signed by a Gazetted Officer or competent authority.
FORM A. 1107
THE JOURNAL
1108. Vouchers. The Journal (A. 1107) should be posted from Vouchers, form A. 1108.
Vouchers should be prepared by the several sections of the office and sent to the
accounting or booking section for incorporation in the books of account. Each type of
voucher should bear a separate series of numbers from the other. They should be filed
in such a way as to permit of ready reference to any particular voucher and to protect
the vouchers from being torn due to constant handling of the files.
11.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
FORM A. 1108
PAKISTAN RAILWAYS
JOURNAL VOUCHER
Description of
Object Element Fund Element Subsidiary
Account Head Debit Credit
(Name and Code (Name and Code) Ledger Code
(Detailed)
Rupees Rupees
1109. Totalling the Journal. The entries in the Journal (A. 1107) should be totalled up
and checked by the competent authority in good time before posting into ledger of the
relevant account head. The closing totals of the Journal (A. 1107) should be posted in
the Ledger (A. 1110).
1110. The Ledger. The ledger, form A. 1110, is intended to record all the transactions of
the railway under the various heads of account and to exhibit the progressive balances
at the end of every accounting period.
FORM A. 1110
THE LEDGER
1111. Subsidiary Accounts Records. In addition to the general books of the railway, the
following subsidiary records should be kept in each accounts office:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1112. Revenue Allocation Registers. For each Revenue Expenditure under the major
heads of Chart of Accounts a separate Revenue Allocation Register in form A. 1112
should be maintained.
FORM A. 1112
E. 1763
ALLOCATION REGISTER
Accounts heads
Voucher. as per Chart of Total
Date Particulars Remarks
Accounts
No. Date Cash Stores
Total for the month
Add Total to end of
the previous month.
Total to end of the
month.
1113. Register of Earnings. For each class of Revenue Earnings under the detailed head
C03591-Railways Revenue Receipts, a separate register (A. 1113) should be maintained
in the Accounts Office. The Registers of Earnings should record the earnings of the
Railway under all the sub-detailed heads of subsidiary coding scheme given in
Appendix II to Pakistan Railways General Code. These registers may be kept in
convenient parts to facilitate compilation of statistics of earnings.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1115. Payables Registers. Party wise Details in support of the credits and debits to the
head Sundry Creditors Purchases in the General Ledger (Form 1110) should be
recorded in a manuscript register (A. 1115). A separate page should be allotted in the
payables register to each party for recording of transactions with him. Before closing the
books of account for a month, the balances in this register should be totalled up and the
totals reconciled with the General Ledger.
FORM A. 1115
PAYABLES REGISTER
Month . . . . . . . . . . . . . 20 . . .
Party
No. and date of form A. 207 A B C D E F G H Total
Brought forward
1116. Unpaid Wages. If, when bills are returned by the pay office to the Accounts
Office there are any unpaid items in them, the amount so unpaid will be returned by
the Pay Office to the Cashier accompanied by a statement in Form A. 952 giving
necessary particulars of the unpaid items. These statements will be dealt with as cash
vouchers for the receipts side of the Daily Abstract of Cash Transactions and the items
in them will be transcribed (but see next paragraph) into an Unpaid Wages Register in
form A. 1116 (same as A. 952). All items of unpaid wages will be credited to Unpaid
Wages in the Chart of Accounts, but if there are any Capital items of magnitude, they
will be distinguished in the Register of Unpaid Wages by writing Capital grant
number against them. Should any claim afterwards be received for any sum remaining
unpaid, it will be verified with the Unpaid Wages Register in which also will be noted
the fact of the subsequent payment of any amount against the entry of the items in the
column provided for the purpose. This noting should be carefully done under the
initials of gazetted officer or an Assistant Accounts Officer to prevent the possibility of
more than one payment. In this register employees wise list/records alongwith
employee ID record should be maintained.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1117. Where arrangements in respect to vouchers admit of the unpaid wages statement
(form A.952) received from the pay office being separately filed, these files may be used
as the Unpaid Wages Register, thus obviating the upkeep of the separate Register
referred to above. In such cases, the statements must be filed sheet by sheet in a strong
skeleton file, and the sheets consecutively numbered so that it may easily be seen if any
sheet is missing.
1118. No pay order for unpaid wages should be drawn in the Accounts office, nor
should authority be conveyed to any department to make a disbursement, in respect of
items under three months old, until it has been ascertained from the Pay Department
that the amount has not already been disbursed by Sectional Pay Master (SPM) out of
their imprests or floating cash. In cases in which authority is given to any department to
make a disbursement, the fact should be noted against the item concerned in the
Unpaid Wages Register (A.1116 A.952). When the payment so authorized appears in a
departmental imprest account, the imprest account should be checked as usual and the
necessary entries made in the Unpaid Wages Register.
1119. Deleted.
1120. Registers for Control Accounts. Separate registers of Advances out of revenue and
capital grant, Loans and Advances and Deposits should be maintained in form A. 1120.
Separate account of each party should be maintained in these registers. All entries in
these registers should be posted from the original documents. These registers should be
reviewed frequently by a gazetted officer and the early clearance of all items placed
under these insisted upon. No item posted in a register of control account should
remain unadjusted longer than is absolutely necessary. It is left to the Accounts Officer
to decide whether these registers should be maintained in one section of the office or in
the various accounting sections. In any case, a monthly reconciliation of the receipts,
charges and balances of these accounts with the general ledger in the books of account
of the railway should be regularly made. Instructions for the internal check of control
accounts are laid down in Chapter XVI.
FORM A. 1120
CONTROL ACCOUNT REGISTER
Details of Items in . . . . . . . . . . for the year . . . . . . .
April And so
Month from which Balance
Item Balance on for
outstanding Particulars brought Vr. Remarks
No. Dr./Cr. to end each
originated forward No
of April month
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
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1121. Security Deposits. Unpaid items, unless the amounts are trifling, should be
allowed to remain in the Register of Deposits of the Railway for a period of three years,
or until it is practically certain that no further claims for payment will be made. The
sums may then, with the approval of the head of the railway, be credited to appropriate
head of account (unclaimed Deposits)..
1122. Closing the General Books. The compiled accounts of the railway should, as a
rule, be submitted so as to reach the office of the Member Finance on the prescribed
date. The accounts for the month of June may, however, be submitted so as to reach the
Member Finance not later than the date prescribed by the competent authority. The
General books of the Railway should, therefore, be closed every month in good time for
the compilation of the monthly accounts. The various subsidiary registers should also
be totalled up, and reconciled with the General Books before the closing of next
months Accounts. The certificate of reconciliation should be recorded each month in
the subsidiary registers over the signature of a Accounts Officer.
1123. Compilation of Capital and Revenue Accounts Current (Trial Balance). After the
General Books for a month have been closed and the Ledger (A. 1110) has been written
up, the monthly accounts current (trial balance), (see next paragraph) for Capital and
Revenue Transactions should be prepared from the ledger and submitted together with
the prescribed supporting schedules to the Member Finance. Separate accounts current
(trial balance) should be prepared for Open Line and New Construction Expenditure.
The monthly accounts of the divisions should be submitted to the Financial Adviser and
Chief Accounts Officer by the last day of the following month or on such other day, as
may be fixed by that Officer, so as to enable him to compile the accounts of the entire
railway and submit them in time to the Member Finance. When in exceptional cases,
the accounts cannot, in due course, be sent forward so as to reach the Member Finance
on the prescribed date, the fact should be reported immediately to that officer, with an
explanation of the cause of the delay, stating when the accounts may be expected.
1124. Accounts Current (Trial Balance). An account current (trial balance) is simply a
statement showing the receipts and disbursement on cash basis of accounting and
debits and credits on accrual basis of accounting of an accounts circle / accounting
unit, duly classified under the prescribed Chart of Accounts (see forms A. 1125 and A.
1129). The main principle on which the accounts current (trial balance) are prepared is
that all entries should be shown net against each head of account. On no account
should minus results be transferred as plus results, to the opposite side of the account.
The column Opening balance (in case of monthly accounts) in the accounts current
(trial balance) forms should show the transaction from the beginning of the financial
year. The assets, liabilities and equity balances should be the opening balance of the
year and the closing balance of the month to which the account refers.
11.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1125. Revenue Account Current (Trial Balance). The monthly Revenue Account
Current (Trial Balance of Revenue Grant) should be prepared in form A. 1125. The prior
approval of the Member Finance is necessary for the omission or addition of a major or
a minor head in this form.
FORM A.1125
PAKISTAN RAILWAYS REVENUE ACCOUNT CURRENT (Trial Balance)
For the month of . . . . . . .
Opening Closing
Account Head Debits Credits
Balance Balance
Code Description Rupees Rupees Rupees Rupees
1126. Revenue Account Schedules. The monthly Revenue Account Current (Trial
Balance) should be accompanied by the following schedules in support of the
transactions shown against the various heads in the account current (Trial Balance). If
any schedules are not sent in consequence of there being no transactions affecting
them, they should be specified in the memorandum forwarding the account current.
11.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1127. Forms of Schedules. The schedules should be in form A.1127, and should exhibit
the transactions under each head by the prescribed detailed heads and such other
details as may be required by Member Finance. In the case of the schedules of debits
and credits to Transfers Railways, two separate schedules, one for debits and the
other for credits, showing the analysis by railways should be prepared.
FORM A.1127
FORM A. 1128
STATEMENT SHOWING DETAILS OF DEBITS / CREDITS UNDER TRANSFERS
RAILWAYS FOR AND TO END OF . . . . . . . . . . 19 . . . . .
Originating Responding Railway
Difference Railway Division Division
Name of Railway as per last
For To end of To end of Difference Remarks
Division months For the
the the the
statements month
month month month
1 2 3 4 5 6 7 8
Total
Capital Account.
Revenue Account. New Constructions Account.
11.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
1129. Capital Account Current (Trial Balance). The monthly Capital Account Current
(Trial Balance) of Open Line and of New Constructions should be prepared in form A.
1129. The rule laid down on paragraph 1125 is equally applicable to his form.
FORM A. 1129
PAKISTAN RAILWAYS
CAPITAL / NEW CONSTRUCTIONS ACCOUNT CURRENT
For the month of . . . . . . . . . . 20 . . . . .
Opening Closing
Account Head Debits Credits
Balance Balance
Code Description Rupees Rupees Rupees Rupees
1130. Capital Account Schedules. The monthly Capital Account Current (Trial Balance)
should be accompanied by the following schedules in support of the transactions
shown against the various heads in the account current (Trial Balance). If any schedules
are not sent consequence of there being no transactions affecting them, they should be
specified in the memorandum forwarding the account current (Trial Balance). All the
schedules, with the exception of the Schedule on property, plant and equipment (see
next paragraph), should be prepared in form A. 1127 in accordance with the
instructions in paragraph 1127.
NOTE.The schedule referred to in item 3 above should be submitted with the Capital Account of
New Constructions only where send Accounts are kept separately from Open Line accounts.
1131. Capital Expenditure Schedule. The Schedule of Expenditure against major class
of property, plant and equipment should be in form A. 1131. In the case of new lines
under construction a separate schedule should be submitted for each line.
11.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
FORM A. 1131
PAKISTAN RAILWAYS
SCHEDULE OF EXPENDITURE AGAINST THE PROPERTY, PLANT AND
EQUIPMENT
FOR THE MONTH OF . . . . . . . . 20 . . .
Head of Accounts Current year
Balances as on
During the To end of the
Code Description 01 July 20__
month month
Rupees Rupees Rupees
- Land
- Equipment
- Rolling-stock
so on
Total
1132. Annual Closing of Books. The books of account relating to the financial year
should, in every case be closed by the 31st July following. Any expenditure actually
incurred but not accounted for by that date may be adjusted as soon as possible; but
every effort should be made to prevent the occurrence of such a case.
1133. Every endeavour should be made to bring to account all the transactions of year
in the accounts of the year to which they pertain, but if any transactions are advised to
the Accounts Officer for adjustment after the books of the year have been finally closed,
they should be reported to the Member Finance.
1134. The books of account of a year are kept open after the close of the year so that,
as far as possible all the transactions of the year may be included therein. It is not
essential that transactions relating to earlier years should be booked in accounts for the
latest year which are still open. If it is impossible to have any expenditure booked in the
accounts of the year to which it relates owing to the fact that the actual incidence of the
expenditure is under dispute, it ought to be charged to the accounts of the year in
which the final decision is taken, though at the same time, efforts should be made to
expedite the decision as far as possible. Adjustments should not be made in the
11.13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
accounts of the past year if the disbursements could not have been reasonably
anticipated in time for a grant being obtained from the proper authority. In all cases,
where the expenditure could have reasonably been anticipated as for example,
recurring payment to a Province or Department of the Federal Government, and
payments which, though not of fixed amount, are of a fixed character, etc., the
Accounts Officer should make the adjustment in the accounts before they are finally
closed.
1136. Final Account Current (Trial Balance). After the books for a financial year are
closed, Final Accounts Current (Trial Balance) of the Capital and Revenue transactions
should be prepared and submitted to the Member Finance so as to reach his office not
later than the prescribed date. These accounts current (Trail Balance) are intended to
show the transactions of the Railway for the year under the various heads of account
and the opening and closing balances under the assets, liabilities and equity heads.
1137. Form of Final Revenue Account Current (Trial Balance). The Final Revenue
Account Current (Trial Balance) should be prepared in form A. 1137.
FORM A. 1137
PAKISTAN RAILWAYS
FINAL REVENUE ACCOUNT CURRENT (TRIAL BALANCE)
FOR THE YEAR ENDED 30 JUNE 20 _ _
Opening Closing
Account Head Debits Credits
Balance Balance
Code Description Rupees Rupees Rupees Rupees
1138. Form of Final Capital Account Current. The final Capital account current should
be prepared in form A. 1138.
11.14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
FORM A. 1138.
PAKISTAN RAILWAYS
FINAL CAPITAL ACCOUNT CURRENT (TRIAL BALANCE)
FOR THE YEAR ENDED 30 JUNE 20 _ _
Opening Closing
Account Head Debits Credits
Balance Balance
Code Description Rupees Rupees Rupees Rupees
11.15
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
FORM A. 1140
PAKISTAN RAILWAYS
SUB-REGISTER OF ACCOUNTS CURRENT (TRIAL BALANCE)
Receipts Charges
Name of Accounts Heads of Account Heads of Account
Circle / Accounting Total Total
Unit receipts. charges
July
11.16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XI
Total from
commencement of
operation.
1142. Consolidation in the office of the Financial Advisor and Chief Accounts Officer.
The accounts current (trial balance) submitted by the various accounting units of
railways are consolidated in the office of the Financial Advisor and Chief Accounts
Officer and one Statement of Receipts and Charges on cash basis of accounting or
debits and credits on accrual basis of accounting is prepared and submitted to the
Member Finance and Controller General of Accounts.
1143. Deleted.
1144. Deleted.
1145. Deleted.
1146. Deleted.
1147. Deleted.
11.17
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
C O N T ENT S
25
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
C O N T ENT S
26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1201. Introductory. After the books of account for a financial year have been closed
and trial balance has been finalized following Financial Statements, accounts and
returns should be compiled
This chapter deals with the first four and sixth items only; for the fifth, Chapter VI of
the Pakistan Railways General Code should be seen.
1202. Financial Statements as per IFRS. Financial Statements comprise the following
components which are described in International Accounting Standard 1, Presentation
of Financial Statements:
12.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1202-B. Income Statement. The income statement should be prepared on the form
given in Appendix XX to this Code. As the International Financial Reporting Standards
(IFRS), as a minimum, the statement of comprehensive income will include line items
that present the following amounts for the period:
(a) revenue;
(b) gains and losses arising from the derecognition of financial assets measured
at amortised cost;
(c) finance costs;
(d) share of the profit or loss of associates and joint ventures accounted for using
the equity method;
(e) if a financial asset is reclassified so that it is measured at fair value, any gain
or loss arising from a difference between the previous carrying amount and
its fair value at the reclassification date (as defined in IFRS 9);
(f) a single amount comprising the total of:
(i) the profit or loss of discontinued operations and
(ii) the gain or loss recognised on the measurement to fair value less costs
to sell or on the disposal of the assets or disposal group(s) constituting
the discontinued operation;
(g) profit or loss;
12.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1202-D. Statement of Cash Flows. A statement of cash flows, when used in conjunction
with the rest of the financial statements, provides information that enables users to
evaluate the changes in net assets, financial structure (including its liquidity and
solvency) and its ability to affect the amounts and timing of cash flows in order to adapt
to changing circumstances and opportunities. Cash flow information is useful in
assessing the ability to generate cash and cash equivalents and enables users to develop
models to assess and compare the present value of the future cash flows of different
entities. It also enhances the comparability of the reporting of operating performance by
different entities because it eliminates the effects of using different accounting
treatments for the same transactions and events. It will be prepared on the form given in
Appendix XX to this Code. Cash flow statement of Pakistan Railways will be prepared
by using direct method. Under which cash flows from operating activities are reported
by major classes of gross cash receipts and gross cash payments.
Note. International Financial Reporting Standards (IFRS) also provide alternate presentation of
cash flows from operating activities by the indirect method, whereby profit or loss is adjusted
for the effects of transactions of a non-cash nature, any deferrals or accruals of past or future
operating cash receipts or payments, and items of income or expense associated with investing
or financing cash flows.
Under the direct method, information about major classes of gross cash receipts and
gross cash payments may be obtained either:
12.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1202-E. The statement of cash flows will report cash flows during the period classified
by operating, investing and financing activities.
1202-F. Cash flows from operating activities are primarily derived from the principal
revenue producing activities. Therefore, they generally result from the transactions and
other events that enter into the determination of profit or loss.
Some transactions, such as the sale of an item of plant, may give rise to a gain or loss
that is included in recognised profit or loss. The cash flows relating to such transactions
are cash flows from investing activities. However, cash payments to manufacture or
acquire assets held for rental to others and subsequently held for sale are cash flows
from operating activities. The cash receipts from rents and subsequent sales of such
assets are also cash flows from operating activities.
1202-G. The separate disclosure of cash flows arising from investing activities is
important because the cash flows represent the extent to which expenditures have been
made for resources intended to generate future income and cash flows. Only
expenditures that result in a recognised asset in the statement of financial position are
eligible for classification as investing activities.
1202-H. The separate disclosure of cash flows arising from financing activities is
important because it is useful in predicting claims on future cash flows by providers of
capital.
(a) total comprehensive income for the period, showing separately the total
amounts attributable to owners;
(b) for each component of equity, the effects of retrospective application or
retrospective restatement recognised in accordance with IAS 8; and
(c) for each component of equity, a reconciliation between the carrying
amount at the beginning and the end of the period, separately disclosing
changes resulting from:
(i) profit or loss;
(ii) each item of other comprehensive income; and
(iii) transactions with owners in their capacity as owners, showing
separately contributions by and distributions (like return on
investment by Government) to owners and changes in ownership
interests in subsidiaries that do not result in a loss of control.
12.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
The components of equity include, for example, each class of contributed equity, the
accumulated balance of each class of other comprehensive income and retained
earnings.
Changes in an entitys equity between the beginning and the end of the reporting period
reflect the increase or decrease in its net assets during the period except for changes
resulting from transactions with owners in their capacity as owners (such as equity
contributions and distribution).
1202-J. Notes to the Financial Statements. The notes to the financial statements will:
(a) present information about the basis of preparation of the financial
statements and the specific accounting policies used in preparation of the
financial statements;
(b) disclose the information required by IFRSs that is not presented elsewhere
in the financial statements; and
(c) provide information that is not presented elsewhere in the financial
statements, but is relevant to an understanding of any of them.
As far as practicable, notes will be presented in a systematic manner. Each item in the
statements of financial position and of comprehensive income, income statement, and
in the statements of changes in equity and of cash flows will be cross referred to related
information in the notes.
1203. Deleted.
1204. Deleted.
1205. Deleted.
1206. Deleted.
1207. Deleted.
1208. Deleted
1209. Deleted.
1210. Deleted.
1211. Deleted.
1212. Deleted.
1213. Deleted.
12.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1214. Deleted.
1215. Deleted.
1216. Deleted.
1217. Deleted.
1218. Deleted.
1219. Deleted.
1220. Deleted.
1221. Deleted.
1222. Deleted.
Certified that the foregoing Accounts of the Pakistan Railways for the year ended 30 June 20 . . .
are correct and have been prepared strictly in accordance with the orders in force.
...............
General Manager.
2. Audit Certificate
The Annual Accounts of Pakistan Railways for the year .. were test audited by my
office and in my opinion, present a fair statement of accounts, subject to the observations
contained in the Audit report.
...........................
Director General Audit, Railways.
I hereby certify that the whole of the permanent way, stations, buildings, bridges, fencing,
signalling and interlocking and other structures on the Pakistan Railways, have, during the
financial year ended 30 June 20__ , been maintained in good working condition and repairs.
12.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
Countersigned . . . . . . . . . . . . . . . . . . . . . . . .
Federal Government Inspector of Railways,
I hereby certify that the whole of the plant, engines, tenders, carriages, wagons, machinery and
tools, also the steam vessels and their engine, cargo boats and other stock have, during the past
year, been maintained in good working order and repairs.
B. FINANCE ACCOUNTS
1224. Definition, Scope and Date of submission. The transactions brought to account in
the books of the railway under the various heads of account are, after the closing of
accounts for each financial year, summarized in the prescribed form (given in the
following paragraphs) called the Finance Accounts. Six printed copies of the
compilation should be submitted so as to reach the Member Finance and Controller
General of Accounts not later than the prescribed date. The Finance Accounts
comprises the following statements and accounts:
12.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1224-A. Consolidated Balance Sheet and Profit and Loss Account. The consolidated
balance sheet, profit and loss account and other statements forming part of the Finance
Accounts are discussed in paragraph 1202.
1224-B. Receipts and Payments Account. Receipts and Payments Account, a part of
Finance Accounts will be prepared in Form No. A. 1224-B. The receipts and payments
accounts should show receipts and payments separately for consolidated fund from that
of public account for each major, minor or detailed head of account.
FORM A. 1224-B
RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDED 30 JUNE 20____
Receipts Payments
Other Other
Total Charged than Account Head Account Head Charged than Total
Charged Charged
Rupees Rupees Rupees Code Description Code Description Rupees Rupees Rupees
Consolidated Fund
Public Account
Total
1224-D. Account of Expenditure by detailed functions for the year will be prepared on
the form given in paragraph G. 602. [Annexure-A (5-A)].
1224-E. Statement of Capital Expenditure outside the Revenue Account during and to
the end of the year will be prepared on the Form No. A. 1224-E.
12.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
FORM A. 1224-E
1224-F. Statement showing the distribution between Charged and Other than Charged
expenditure for the year will be prepared on the Form No. A. 1224-F.
FORM A. 1224-F
STATEMENT SHOWING THE DISTRIBUTION BETWEEN CHARGED AND OTHER
THAN CHARGED EXPENDITURE FOR THE YEAR ENDED 30 JUNE 20 __
Expenditure within
Revenue Account (Non-
development grant)
Expenditure outside the
Revenue Account
(Development)
Total
12.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1224-G. Trust Account Fund for the year will be prepared on the Form A. 1224-G.
FORM A. 1224-G
Account Head (Detailed) Opening During the Year Closing Interest Paid
Code Description Balance Receipts Payments Balance during the year
Rupees Rupees Rupees Rupees Rupees
Total
1224-H. Trust Account Railways for the year will be prepared on the Form A. 1224-H.
FORM A. 1224-H
Total
1224-I. Other Deposit not bearing interest for the year will be prepared on the Form A.
1224-H.
1224-J. Statement of Opening and Closing Balance for the year will be prepared on the
Form A. 1224-J.
FORM A. 1224-J
Total
12.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1224-K. Review Report of all the Statements (Review of Balances). The Finance
Accounts will be accompanied by the Review of Balances of each detailed head of
account by the Accounts Officer. The review of each detailed account will describe the
brief history of the account and nature of transactions in it along with balance in it. In
case of abnormal transaction in any detailed head of account in any year, it will have to
be explained for understanding of the user of the Finance Accounts.
1224-L Department and similar Account for the year will be prepared on the Form A.
1224H.
1224-M. Combined Finance and Revenue Account. The consolidated balance sheet,
profit and loss account is the same as discussed above in the Finance Accounts other
statements and note of combined Finance and Revenue Account is described in the
paragraphs 1224-N to 1224-Q.
1224-N. General Note. The combined Finance and Revenue Account should be
appended a General Note about the history of railway finance and return on it and
about the current financial position and explanation about certain heads affecting the
financial position of railways.
1224-O. Detailed Account of Working Expenses. The combined Finance and Revenue
Account should be supported by a detailed account of working expenses in the Form A.
1224-O.
FORM A. 1224-O
Total
12.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
2010-11
Total
1224-Q. Statement of Gross Revenue Receipts and Gross Revenue Expenses. This
statement will be prepared on the Form A. 1224-Q.
FORM A. 1224-Q
STATEMENT OF GROSS REVENUE RECEIPTS AND GROSS REVENUE EXPENSES
FOR THE YEAR ENDED 30 JUNE 20 ___
Revenue
Coaching
Goods
Sundry
Total
Expenditure
Working expenses as in detailed account
of ordinary working expenses
Other expenses
So on
Total
12.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1225. Deleted.
1226. Deleted.
1227. Deleted.
1228. Deleted.
1229. Deleted.
1230. Deleted.
1231. Deleted.
1232. Deleted.
1233. Deleted.
1234. Deleted .
1235. Deleted.
1236. Deleted.
1237. Deleted.
1238. Audit Certificate. The Annual Finance Accounts should be got audited by the
Audit Officer and a signed copy of the audit certificate should be furnished to the
Member Finance. The certificate will be on the following lines:
Certified, that as a result of the test-audit of the accounts compiled under the direction of the General
Manager that subject to the observations below, the Finance Accounts/Review of Balances of assets,
liabilities and equity of the Pakistan Railways for the year ended 30 June 20__ have / has to the best of
my knowledge and belief, been correctly prepared.
..........................
Director General Audit, Railways
12.13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1240. Analysis of Balances. The report should be based on an analysis of the various
balances. The analysis may be in the form given below, separate forms being prepared
for Trust Accounts, Special Deposits:
FORM A. 1240
ANALYSIS OF BALANCES UNDER PUBLIC ACCOUNT
Trust Accounts.
Special Deposit Accounts.
Loans and Advances by the Pakistan Railways.
Increase or
Balance at the end
Detailed Heads of Balance at the end decrease during
of the year under Remarks
Account of previous year the year under
review
review
Total
1241. The Report. The report should, besides generally reviewing the outstanding
balances, furnish explanations for important variations from the previous years
balances and comment on the efficiency of the balances at the end of the year under
review.
1242. Certificates by the Accounts Officer. The following certificates, suitably modified
wherever necessary, should be furnished by the Financial Adviser and Chief Accounts
Officer on the Public Account Report:
Certified that the balances at the end of the year, as per the general books agree with the total of the
balances of the individual members, as per personal ledgers and that advice slips showing the balances
in the Fund at the credit of members on the 30 June 20 __ have been issued to them.
(i) Deposits. Certified that action has been taken for the clearance of items outstanding for
more than three months.
(ii) Cash. (a) Certified that the cash balance actually in charge of the Cashier(s) and
departmental officer on the 30 June 20 _ _ , was Rupees _____________.
(b) Certified that the Cash balances in the hands of the Cashier(s) and disbursing officers were
verified by actual count and found correct.
(a) Certified that the recoveries during the year were made regularly as required under the
rules.
12.14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
(b) It is also certified that these balances have been analysed and reviewed by detailed heads
and there are no cases of write-off, suspensions or doubtful assets in the balances; also there are
no cases of remission of interest, grant of loan without or at a nominal rate of interest, grant of
loans without necessary safeguards for recovery, and unusually large loans to an individual.
(c) The acceptance of the balances outstanding against the employees concerned as on the 30
June 20 _ _ have been obtained.
4. Regarding Remittances
Certified that the outstanding balance represents the amount for which settlements could not be effected
in the Exchange / Settlement Accounts during the year.
5. General
Certified that the balances shown in the Report agree with the general books and are supported by
details.
1243. Audit Certificate. The Public Account Report should be audited by the Statutory
Audit and his audit certificate should be furnished to the Member Finance along with
the audited copy of the report. The audit certificate will be on the following lines:
Certified that as a result of the test-audit of the accounts completed under the directions of the
General Manager that subject to the observations below, the Finance Accounts/ Review of Balances of
the Pakistan Railways for the year ended 30 June 20 _ _ has/have to the best of my knowledge and belief,
been correctly prepared.
............... ............
Director General Audit, Railways.
1244. A statement showing the Charged and Other than Charged expenditure for the
year under the various heads of account prescribed in Chart of Accounts should be
prepared and got audited by the Statutory Audit. An audited copy of the Statement
should be submitted to the Member Finance on the prescribed date.
E CIVIL ACCOUNTS
1245. Format and Due Date for Submission. Civil accounts are the monthly set of
accounts reported to Accountant General Pakistan Revenue (AGPR) on the date
prescribed by him. These comprise the following:
12.15
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XII
1246. Like wise appropriation accounts, civil accounts shall be prepared on cash basis
of accounting. The preparation of civil accounts shall be the responsibility of the
Central Books Section of Pakistan Railways. The Form of Civil Accounts as approved by
the Auditor General of Pakistan is given in Appendix XXI to this Code. All the
components of Civil Accounts are Self Explanatory. However, for further guidance,
Financial Reporting Manual issued by Auditor General of Pakistan may be consulted.
12.16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
CONTENTS
27
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
CONTENTS
28
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1301. Introductory. The responsibility for the internal check of all transactions
pertaining to, and the maintenance of the accounts of the General Provident Fund to
which the personnel of the Pakistan Railways subscribe devolves upon the Accounts
Officer. Internal check in connection with subscriptions to, and withdrawals and
payments from, the General Provident Fund should be conducted with reference to the
General Provident Fund (Central Services) Rules. The accounts of the Fund should also
be maintained in accordance with these rules which prescribe the more important
books and accounts to be kept and the manner in which they should be posted.
Note. Deleted.
A. STATE RAILWAY PROVIDENT FUND
1302. Deleted.
1303. Deleted.
1304. Deleted.
1305. Deleted.
1306. Deleted.
1307. Deleted.
1308. Deleted.
1309. Deleted.
1310. Deleted.
1311. Deleted.
1312. Deleted.
Posting and Reconciliation
1313. Deleted.
1314. Deleted.
1315. Deleted.
1316. Deleted.
13.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1317. Deleted.
1318. Deleted.
1319. Deleted.
1320. Deleted.
1321. Deleted.
1322. Deleted.
1323. Deleted.
1324. Deleted.
1325. Deleted.
1326. Deleted.
1327. Deleted.
1328. Deleted.
1329. Deleted.
1330. Deleted.
1331. Deleted.
1332. Deleted.
1333. Deleted.
1334. Deleted.
1335. Deleted.
1336. Deleted
13.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1337. Rules for membership and accounting. The General Provident Fund (Central
Services) Rules are applicable to the employees of Pakistan Railways. These rules define
the scope of the fund and the conditions of membership and prescribe the accounting
procedure to be followed. Under these rules, all Government employees including re-
employed personnel having rendered service for more than two years are compulsorily
required to subscribe to the General Provident Fund. As soon as a Government servant
is due to complete two years service, an intimation to that effect will be sent to the
Accounts Officer concerned and the latter may be asked to allot a General Provident
Fund account number to the Government servant. When a number has been allotted,
the subscription will be started. The General Provident Fund account number will be
quoted invariably on the schedules and in all correspondence with the accounts officer
on the subject.
1338. Head of Account. The transactions of the General Provident Fund will pass
through the account code G06114 General Provident Fund Account (Railway). Interest
on the General Provident Fund balances will be recorded through account code
A07121 Interest on Unfunded Debt Federal Government.
1339. Essential Features of the General Provident Fund. The following are certain
essential features of the General Provident Fund which should be taken note of in the
internal check and accounting of General Provident Fund transactions:
(c) Deleted.
13.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1341. The credits and debits to the General Provident Fund comprise the following:
Credits
(c) Interest.
Debits
1342. Subscriptions and refunds of temporary withdrawals by the members of the Fund
are generally recovered through pay bills. The recoveries affected are shown in
statements called General Provident Fund Journals, which accompany the pay bills.
The sections which are responsible for the internal check of the pay bills will check the
correctness of the recoveries affected, compare the details shown in the General
Provident Fund Journals with the recoveries made in pay slips and then pass on the
General Provident Fund Journals to the General Provident Fund Section for posting into
the ledgers. Credits on account of interest will be posted in the manner indicated in
paragraph 1353. Postings necessitated by any adjustments will be made direct from the
adjustment vouchers.
1343. The postings in the ledger accounts of payments and debit adjustments will be
made from the relevant payment orders passed for payment and the adjustment
vouchers respectively. All debit entries in the ledger accounts will be attested by the
Accounts Officer in charge of the section at the time of passing the pay order for
payment. The opening balances carried forward from the previous years ledger will be
attested by the Accounts Officer. A percentage (as may be fixed by the Financial
Adviser & Chief Accounts Officer) of the entries of opening balances will be checked
and attested by the Accounts Officer.
13.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1345. Form of General Provident Fund Journals. The General Provident Fund Journals
showing the deductions made from pay bills on account of the General Provident Fund
will be in form (A. 1345).
FORM A. 1345
GENERAL P R O V I D E N T FUND J O U R N A L
EMPLOYEE CATEGORY CC NO: NAME: PERIOD ENDING:
REGULAR
REFUND OF GPF BASIC
EMPLOYEE NO. EMPLOYEE NAME DESIGNATION SUBSCRIPTION TO BPS TOTAL
ADVANCE PAY
GPF
1346. Form of Ledger Accounts. The ledger account of each individual subscriber to
the Fund will be in form A. 1346. This form will be printed on both sides of the paper.
One sheet will be allotted to each subscriber so that the account for two consecutive
years may be recorded in the same ledger book.
13.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
FORM A. 1346
GENERAL PROVIDENT FUND
Ledger Card
Name Account No.
Designation Pay on 30th June, 20 Rupees
Opening Refund of Closing
Year Subscriptions Withdrawals Remarks
balance withdrawals balance
Fig.=
20 -20 Words=
July . . . . ..
August .. ..
September . . ..
October . . ..
November . . ..
December . . ..
January .. .. Rupees
February . . .. Balance 30th June 20----
March .. .. Deposited and Refunds
April .. .. Interest 20----20----
May .. .. Total
June .. ..
Withdrawals
June(final) . . ..
Total Rupees .. Balance on 30th June 20----
Totalled by Checked by
Pay on 30th June, 20 Rupees
Opening Refund of Closing
Year Subscriptions Withdrawals Remarks
balance withdrawals balance
Fig.=
20 -20 Words=
July . . . . ..
August .. ..
September . . ..
October . . ..
November . . ..
December . . ..
January .. .. Rupees
February . . .. Balance 30th June 20----
March .. .. Deposited and Refunds
April .. .. Interest 20----20----
May .. .. Total
June .. ..
Withdrawals
June(final) . . ..
Total Rupees .. Balance on 30th June 20----
Totalled by Checked by
1347. Index Registers. A numerical index to the ledger in the order of entrants will be
maintained in form A. 1347. Besides this an alphabetical index by each department,
cost centre or accounting unit may be maintained to facilitate reference to the
subscribers accounts numbers. The Index Register (A. 1347), whether numerical or
alphabetical, will show the following particulars:
(a) The month in which the account is opened.
(b) Account number.
13.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
Additional columns may be provided in the numerical index register to show the date
of receipt of general provident fund nomination form.
1348. Nomination. A subscriber will, as soon as may be after joining the Fund, send to
the Accounts Officer a nomination conferring on one or more persons the right to
receive the amount that may stand to his credit in the Fund, in the event of his death
before that amount has become payable, or having become payable has not been paid.
Provided that if, at the time of making the nomination, the subscriber has a family, the
nomination will not be in favour of any person or persons other than the members of
his family. If a subscriber nominates more than one person, he will specify in the
nomination the amount or share payable to each of the nominees in such manner as to
cover the whole of the amount that may stand to his credit in the Fund at any time.
NOTE. The nomination forms submitted by the subscribers will, on receipt in the Accounts Office, be
kept under lock and key in the personal custody of the Accounts Officer. When a revised nomination is
received from a subscriber, the old nomination form will be cancelled and returned to the subscriber.
The dates of receipt of all nomination forms will be systematically noted in the Index Register or the
separate register kept for the purpose. Reference to the nomination forms submitted to the Accounts
Officer will also be quoted on top of the individual subscribers ledger accounts.
1349. Opening of New Accounts. When opening new accounts the following points
will be attended to:
(a) The subscribers full name, designation (and office) will be entered in the
index register (A. 1347) and the ledger (A. 1346). The name of a subscriber will
be spelt according to the subscribers own way and the same will be strictly
followed in all accounts and statements.
(b) The employee number will be noted in the index registers and the ledger,
so as to guard against errors in posting.
(c) All subscribers will be categorized into compartments or sections based
on employee numbers, cost centre or department. A subscribers number will
never be altered, nor will the numbers of closed accounts be given to new
members.
(d) If a Muslim member, on opening his account, makes the express request
that interest be not added to his deposit, a note to this effect will be made in the
index register and the words No Interest written on the top of the account in
the ledger. Such a remark will be repeated whenever a new ledger is opened.
(e) No accounts will be opened in the name of two or more persons jointly.
13.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1350. Check Sheets. The check sheets referred to in paragraph 1340 will be prepared in
form A. 1350.
FORM A. 1350
CHECK SHEET
1 2 3 4 5 6 7 8 9 10 11 12 13 14
Monthly withdrawals
Total deposits
during the year July Aug Sep Oct Nov Dec Jan Feb Mar Apr May June
15 16 17 18 19 20 21 22 23 24 25 26 27
1351. Register of General Provident Fund Journals. All General Provident Fund Journals
received in the Provident Fund Section will, before distribution to the ledger-keepers for
posting into the ledgers, be serially numbered and entered in a manuscript register. This
register will have separate columns for the various compartments or sections of the
ledgers. The total recovery shown in each journal will be posted under the appropriate
column on the credit side of the register. Similarly, withdrawals will be posted from the
pay orders passed for payment under the appropriate columns on the debit side of the
register and the total for each date agreed with the debit to General Provident Fund in
the General Cash Book. The Register of General Provident Fund Journals will thus show
a complete analysis of the general provident fund transactions booked in the accounts
of Pakistan Railways by compartments or sections of General Provident Fund ledgers
and facilitate reconciliation of the postings in each compartment or section of ledger
accounts with the books of account of Pakistan Railways.
13.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1352. Reconciliation with General Books. After the postings for a month in the ledger
accounts are complete, the check sheets (A. 1350) will be posted from the ledger
accounts and totalled. The totals in the check sheets (A. 1350) will be reconciled with
the totals under the relevant columns in the register of general provident fund journals.
In making this reconciliation due consideration will be made for inter-compartmental or
inter-sectional transfers within the same accounting unit. The grand totals of debits and
credits of the check sheets of all the accounting units will be agreed with the total
debits and credits appearing in the General Books and in the monthly accounts of the
accounting unit under the account code G06114 General Provident Fund Account
(Railway).
1353. Interest. The interest admissible under the rules on the balances at credit of
members will be worked out and credited to the respective accounts at the close of
each financial year. The interest figures in each account will be copied from the ledger
into the appropriate columns of the check sheet (A. 1350) and the totals of these
columns will be adjusted in the general books by debit to account code A07121
Interest on Unfunded DebtFederal Government. Following points will be
considered:
(1) Interest will be credited to the account of a subscriber at such rate as may be
determined for each year according to the method of calculation prescribed
from time to time by the Government of Pakistan.
Provided that, if the rate of interest determined for a year is less than 4 per cent,
all existing subscribers to the Fund in the year preceding that for which the rate
has for the first time been fixed at less than 4 per cent, will be allowed interest at
4 percent.
(2) Interest will be credited with effect from last day in each year in the following
manner:
(i) on the amount at the credit of a subscriber on the last day of the
preceding year, less any sums withdrawn during the current year - interest
for twelve months;
(ii) on sums withdrawn during the current year - interest from the
beginning of the current year up to the last day of the month preceding
the month of withdrawal;
(iii) on all sums credited to the subscriber's account after the last day of
the preceding year-interest from the date of deposit up to the end of the
current year;
(iv) the total amount of interest will be rounded to the nearest whole
rupee, fifty paisa counting as the next higher rupee:
13.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
Provided that when the amount standing at the credit of a subscriber has
become payable, interest will thereupon be credited under this sub-rule in
respect only of the period from the beginning of the current year or from the date
of deposit, as the case may be, up to the date on which the amount standing at
the credit of the subscriber became payable.
(3) The date of deposit will, in the case of a recovery from emoluments, be
deemed to be the first day of the month in which it is recovered; and in the case
of an amount forwarded by the subscriber, will be deemed to be the first day of
the month of receipt if it is received by the Account Officer before the fifth day
of that month, but if it is received on or after the fifth day of that month, the first
day of the next succeeding month.
1354. Points to be noted in crediting subscriptions and interest. The following points
will be noted in crediting subscriptions and interest to ledger accounts:
(1) In all cases in which the emoluments of staff are paid on the basis of the
accommodation month (i.e., a wage / salary period not coinciding with the
calendar month), the provident fund recoveries made will be credited in the
accounts on the 1st of the calendar month preceding the last day of the
accommodation month.
(2) In cases where subscriptions to the General Provident Fund have been
recovered in excess of those admissible under the rules, the amounts of
subscriptions credited in excess will be refunded to the subscribers; and the
amounts of interest thereon credited in excess will be written back as soon as the
irregularity comes to notice. This rule will be applied in all cases of excess
credits, whether due to wrong fixation of pay or irregular membership. In all
such cases, the competent authority will sanction the payment of interest to the
staff under them. For the purpose of calculation of interest on excess
contributions, the ledger accounts need not be recast. Simple interest at the
prescribed rates on the total over payments for half the period will yield fairly
accurate results and this method will be adopted.
Note. The interest allowed on amounts wrongly credited to General Provident Fund and
subsequently written back, will be credited to A07121 Interest on Unfunded DebtFederal
Government.
1355. Register of Unposted Items. During the course of posting a general provident
fund journal if a ledger account cannot be traced, the corresponding recovery in the
general provident fund journal will be posted in the Register of Unposted Items (Form
A.1355). The vertical totals for each month in the Check Sheet will be reconciled with
corresponding totals in the General Provident Fund journals less unposted items. Every
attempt will be made to trace out the correct account number in respect of these items
and to post them before the monthly accounts are reconciled.
13.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
FORM A. 1355
REGISTER OF UNPOSTED ITEMS DURING ______ 20___
Old or Remarks
AB Division / Correct
Serial Incorrect of
No. & Name Designation Accounting Amount Account
No. Account Posting,
Date Unit No.
No. etc.
Rupees
1356. Register of Unposted Accounts. After the posting of the journals for a month has
been completed, the ledger keeper will see that entries in all the accounts in a
compartment or section have been recorded and note down the particulars of the
accounts remaining unposted in the register of unposted ledger accounts in the form
given in form A.1356. An account may remain unposted for the following reasons:
(b) No account number or wrong account number might have been recorded in
the general provident fund journal.
(c) The subscriber might have been transferred to another accounting unit.
Note 1. Posting in respect of (a) above will be made in due course if and when the pay of the subscriber
is drawn subsequently and necessary recovery made. As regards (b) a reference to the register of
unposted items will help in locating the depositor and posting the recovery. With regard to (c) steps will
be taken to transfer the account of the subscriber to the accounting unit concerned as soon as the fact of
transfer comes to the notice of the section.
Note 2. In reconciling the monthly posting due allowance will be made for inter divisional transfers.
FORM A. 1356
REGISTER OF UNPOSTED LEDGER ACCOUNTS DURING________________20_____
Division /
Serial Account Amount
Name Designation Accounting Amount Remarks
No. No. Posted
Unit
Rupees
1357. Closing of Ledgers and Reconciliation with General Books. After the postings for
June are completed, each account in the ledger will be closed. The opening and closing
balances in each account will be copied from the ledger in the check sheet under the
appropriate columns. It will be seen that the opening balance, plus deposits during the
year, plus interest less withdrawals equals to the closing balance. The postings in the
check sheet will then be totalled and agreed with the figures in the general books.
13.11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1358. Account furnished to each member. The annual statement of account furnished
to each member after the close of each year will be in form A. 1358.
FORM A. 1358
PAKISTAN RAILWAYS
STATEMENT OF GENERAL PROVIDENT FUND ACCOUNT
Nomination has/has not been received.
13.12
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
charge. The account will be an exact copy of the ledger account which will bear the
following endorsement to be initialled by the Accounts Officer in charge:
Transferred to ___________________________ on _________________________
The amount will be forwarded under an advice of Transfer of Provident Fund Form (A.
1359) accompanied by original nomination, if any. In cases of temporary transfers the
balances may continue to be kept by the Accounts Office to which the officer
permanently belongs.
NOTE. In the case of a permanent transfer to another department of the Federal Government or
a Provincial Government the current years interest will be credited to the members account up
to the end of the month preceding that in which the account is transferred. The same procedure
would be followed by other departments of the Federal Government and Provincial
Governments in cases of transfer to the Pakistan Railways.
FORM A. 1359
ADVICE OF TRANSFER OF GENERAL PROVIDENT FUND
From
The Divisional / Senior Accounts Officer,
...Division / Accounting Unit,
Pakistan Railways
To
The Divisional / Senior Accounts Officer,
...Division / Accounting Unit,
Pakistan Railways
No. dated the .20
13.13
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIII
1360. Closed Accounts. As soon as possible after the death of a subscriber, or after a
subscriber quits service, prompt action will be taken by the Accounts Officer to close
the account of the subscriber and to issue the requisite notice to the person or persons
entitled to receive the General Provident Fund balance specifying the amount at the
credit of the subscriber and tendering payment thereof.
Note. When a subscriber quits the service or dies while in service, interest on the amount
standing at his credit in the General Provident Fund accrues up to the date of tender of payment
or up to the end of the sixth month after the month in which the subscriber quits the service or
died, whichever is earlier.
1361. When an account is closed, it will be removed from the General Provident Fund
ledger to a separate list called the List of Closed Accounts (form A. 1361). The balance
on such accounts closed during the year will not be removed from the books of
account of Pakistan Railways. The list of Closed Accounts will be consulted when
applications for refund are received by the Accounts Officer and the refund will be
noted in the list to prevent a double payment.
FORM A. 1361
GENERAL PROVIDENT FUND LIST OF CLOSED ACCOUNTS FOR THE YEAR 20.
Fund Account No.
Voucher reference
General Provident
Initials of gazetted
Initials of gazetted
Members Name
Description of
Withdrawals
Designation
Remarks
Amount
Balance
balance
officer
officer
Total
1 2 3 4 5 6 7 8 9 10 11 12
Rupees Rupees Rupees Rupees
1362. If after an account is closed and a petty error in calculation is discovered, the
correction of which leaves a small balance in the account, the Accounts Officer will,
after having, if possible, informed the subscriber and after six months have elapsed,
recognize it as income under account code C03592 Other Receipts making a note in
the ledger (A. 1346) of the transaction. Such an amount may, at any time, be refunded.
1363. There is no limitation of time to the legal liability to pay accumulations in the
General Provident Fund Accounts with interest already accrued. When legal ownership
is contested, the competent authority will take the earliest possible action to ascertain in
whose favour the case has been decided by a Court of Law and to issue the requisite
notice tendering payment.
13.14
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
C O N T ENT S
29
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
C O N T ENT S
30
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
1402. In the case of transactions between two accounting units of the Pakistan
Railways, debits by unit A to unit B are set off against the credit by B to A in the Central
Books. In the case of transactions between the Pakistan Railways and another
Department or a Province the net amounts due to or from the Department or Province
are debited or credited in the books of the Accounts Officers through actual payment or
by actual recovery as the case may be.
1404. Transfers within the Railway (Transfers, Capital and Transfers, Revenue). As
separate accounts records are kept for "Capital" and "Revenue" transactions of Pakistan
Railways, it often becomes necessary to transfer capital items brought to account
through revenue books to capital account and vice versa. For this purpose Transfer
Within the same Railways (G08112) account will be used to record these transactions.
(a) Deleted.
(b) Deleted.
If a capital transaction is brought to account through the Revenue Account books, it will
appear under the head (i) in the revenue books and under head (ii) in the capital books
as will be seen from the journal entries below:
14.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
The result is that the per contra debit or credit to transactions recorded under the
account head Transfer Within the same Railways (G08112) in the revenue books of
account will appear under Transfer Within the same Railways (G08112) in the capital
books of account and vice versa.
1405. Transfers within the Railway (Transfer, Divisional). In Pakistan Railways where
the Accounts Department has been decentralised, the transactions arising in the Books
of account of one accounting unit which are adjustable in the Books of account of
another should be transferred to the latter by operating on the head Transfer within the
same Railways (G08112). The record of Transfer within the same Railways at each
accounting unit should be separately maintained for the debit and credit transfer
originated and responded to other accounting units. At the end of the month the total of
debit and credit of all accounting units should be reconciled with the General Ledger.
1406. Transfer Certificate. Transfers between any two accounting units within the
Pakistan Railways should be effected by means of Transfer Certificates, (A. 1406). The
unit initiating a transfer should prepare the transfer certificate (A. 1406) in duplicate,
send one copy duly supported by the initial accounts records or vouchers in which the
details of the transactions are set forth to the unit to which the transaction pertains and
retain the other copy as the office copy.
14.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
FORM A. 1406
TRANSFER CERTIFICATE
No. Dated20..
..
for Accounts Officer,
Division/accounting unit
ACCEPTANCE OF TRANSFER
..
for Accounts Officer,
Division/accounting unit.
1407. Acceptance of Transfer Certificates. The responding Accounts Office, i.e., the
accounting unit which receives the transfer certificate should, unless the transfer
transaction does not clearly pertain to it, accept the transfer in the books of account of
the same month in which the transfer is proposed. If the transaction does not pertain to
the responding unit the transfer certificate should be returned forthwith with suitable
remarks. If, for any reason, the responding unit cannot accept the transfer in the books
of account for the month proposed by the originating unit, the former should indicate
the month in which it is accepted. The acceptance of a transfer should normally be
intimated through the lower half of the form of transfer certificate (A. 1406).
1408. Numbering and watching the acceptance of Transfer Certificates. The transfer
certificates issued against a particular accounting unit should be serially numbered each
month. Every accounting unit should see that there is no break in the serial number of
transfer certificates received by it from another, and if there is a break, should call for
the missing transfer certificate. The acceptance of transfers should, as they are received,
be pasted on the office copies of the transfer certificates. Alternatively, reference to the
14.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
acceptance should be quoted on each office copy of the transfer certificate. Before
closing the books of account of a month, the office copies of all transfer certificates
issued for the month should be reviewed and the acceptance of any outstanding
transfer certificate should be called for.
1409. It will be found convenient to have the transfer certificate (A. 1406) bound in
books of convenient sizes and to use separate books for the various accounting units to
whom transfer certificates are issued. A manuscript register in form A. 1409 may be
maintained in each accounting unit for the purposes of registration of transfer
certificates issued and for watching the acceptance thereof.
FORM A. 1409
Transfer Certificates issued to
Amount
Amount
Month in which account
responded
T.C. number and date
responding unit
adjusted by the
adjusted by the
Serial number
Remarks
issued
Credit
Credit
Debit
Debit
T.C.
1 2 3 4 5 6 7 8 9 10 11 12
(i) All items of cash outlay or receipt which are initially recorded under Transfer
within the same Railways in the originating Accounts Office should be adjusted by
the responding Accounts Office in the same month's books of account in which it is
so recorded.
14.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
(ii) In the case of all other items, the Accounts Office originating the transfers should
carry out the necessary adjustments in its books of account only on receipt of the
acceptance from the responding Accounts Office.
(iii) The responding Accounts Office should, before making any adjustment in its
books of account, examine the bills or other supporting vouchers received with the
transfer certificates to see that the debits or credits transferred to it pertain to it and
that they have been admitted in internal check. In cases where items of debits or
credits require the acceptance of the competent departmental officers, the relevant
vouchers should be passed on to such officers for verification, acceptance and
return.
NOTE. If, for any reason, there is an unadjusted balance at the close of the year under the head
Transfer within the same Railways, it should be allowed to remain under that head and not
cleared by debit or credit to a respective head.
1412. Advice of Transfer. The divisions / accounting units initiating the transfer should
send to the divisions / accounting units to which the transaction pertains an Advice of
Transfer in form (A. 1412) duly supported by vouchers. This form should be prepared in
two foils, one foil being sent to the divisions / accounting units concerned and the other
retained as office copy.
14.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
FORM A. 1412
ADVICE OF TRANSFER DEBIT/CREDIT.
Pakistan Railways.
Division / accounting units by which Division / accounting units to which
debit/credit is originated................. debit/credit is transferred............
Head of Account........
No.......... Dated the........20..
2. The necessary vouchers as detailed against each item in support of the charge/credit
are enclosed.
Accounts Officer.
NOTE. (i) The No. and date of this advice should always be quoted when there is
occasion to refer to it.
NOTE. (ii) To be kept in counter foil form, and to be numbered consecutively for each
year.
NOTE. iii) The acceptance when received should be noted in the space provided and
the original attached to the account submitted to the Accounts Officer.
14.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
1413. Acceptance of Transfer. The division / accounting unit which receives an Advice
of Transfer (A. 1412) should intimate its acceptance through an Acceptance of Transfer
in form (A. 1413). This should also be prepared in two foils, one foil to be sent to the
division / accounting unit originating the transfer and the other to be retained as office
copy.
FORM A. 1413
ACCEPTANCE OF TRANSFER
No Dated, the20....
The undersigned acknowledges advice of transfer debit/credit for Rupees
No, dated the..20.... from ................and
original vouchers forwarded therewith and in reply to state that credit/debit has been
afforded for the same in the books of this office for the month of .20. as follows:
Accounts Officer.
1414. Deleted
1415. Deleted.
1416. Deleted
14.7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
1417. Deleted.
1418. Deleted.
1419. Deleted.
D. REMITTANCE TRANSACTIONS
1420. Deleted.
1421. Deleted.
1422. Deleted.
1423. Deleted.
1424. Deleted.
1425. Deleted.
1426. Deleted.
1427. Deleted.
1428. Deleted.
1429. Deleted.
1430. Deleted.
1431. Deleted.
1432. Deleted.
1433. Deleted.
1434. Deleted.
1435. Deleted.
1436. Deleted.
1437. Deleted.
14.8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
Inter-Departmental Transactions
1439. Public Account. The transactions under the head Public Account , will be
booked finally in the railway accounts, i.e., the recoveries on account of General
Provident Fund and the payments therefrom will be booked under the heads
prescribed, vide Appendix XV to this Code. Similarly, Security Deposits received for
work done will be booked under the head Public Account.
1440. Interest on the Balance of General Provident Fund. The amount of interest due on
the balances in the General Provident Fund for the year should be worked out and
recorded under Unfunded debt to Federal Government (A07121) as laid down in
paragraph 1438. To work out the interest the procedure is described in Office Manual
of General Provident Fund Section.
1441. Deleted.
1442. Miscellaneous Remittances into Treasuries and Banks. All amounts due to
Pakistan Railways from non-government institutions, private bodies and individuals
should, as a rule, be required to be paid to the Cashier, whose duty it is to receive the
amounts, grant suitable receipts duly signed by the Accounts Officer and deposit the
amounts collected into the treasury for credit to Pakistan Railways. In exceptional cases
where this arrangement is not practicable, a departmental officer may receive the
amounts due to Pakistan Railways and grant suitable receipts. In such cases the moneys
received should ordinarily be remitted to the treasury either direct or through the
Cashier or the nearest Station Master vide paragraph 1402-G. In all these cases the
receipt foil of the Treasury Remittance Note (A.938) or the Miscellaneous Receipts
Transmit Note (G.1403) should be required to be submitted to the Accounts Officer
(with the account rendered by the departmental officer) for watching the credit. It
occasionally happens that money is deposited in treasuries and banks by outsiders to
the credit of Pakistan Railways. In such cases also, the depositor should be instructed to
submit the receipt foil of the remittance note to the Accounts Officer to enable the latter
to watch the credit.
14.9
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XIV
REMITTANCE TRANSACTIONS
1443. General Provident Fund Recoveries adjustable by other Accounts Officers and
Foreign Service Contributions. Recoveries on account of General Provident Fund, if
adjustable in the books of account of another office, should be intimated to that office
as and when these are actually made from the pay bills. Particular care should be taken
in this respect in the months of April, May and June so as to enable the Accounts
Officer concerned to credit the amounts to the accounts of the depositors in the proper
month or the year concerned. Similarly, it should be arranged to recover and adjust
Foreign Service contributions in the accounts of the same year to which they relate.
1444. Pension Payments. The payment of pension and the commuted value of pension
will be made in cash or through National Bank of Pakistan (NBP). The Expenditure on
these items will be recorded under the head PensionCivil (A04101) and Commuted
Value of PensionCivil (A04102) in the books of account of relevant division /
accounting unit.
1445. Purchase of Service Postage Stamps. For obtaining service postage stamps from
the treasury a cheque for the amounts should invariably be issued.
14.10
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XV
REMITTANCE TRANSACTIONS-ENGLAND
Deleted.
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
C O N T ENT S
31
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
1601. General. Every balance should be proved each month as far as possible, i.e., it
should be compared and reconciled with other parts of the accounts where the figures
appear, and it should be seen that the total is supported by details, and that the items
are current and efficient. The proof of the balances at the end of each financial year
must be complete.
1602. Deleted.
1604. The chief points to be looked into in examining and proving the different control
accounts balances are indicated in the paragraphs which follow.
NOTE. A control account is a summary account in the general ledger. The details that support the
balance in the summary account are contained in a subsidiary ledger which is linked to the general
ledger. In the subsidiary ledgers detailed party wise / employee wise / suppliers wise / work order wise
etc. record is maintained.
(a) the stores ledgers or balance returns taken from stores ledgers work up to the
amount at debit of stores in the General books or Accounts;
(b) the rates at which articles are priced in the ledgers or balance returns are in
accordance with paragraph 210-S and that due allowance is made for
obsolescence / slow moving;
(c) the rules relating to obsolete and surplus articles have been observed; and
(d) there are no entries of (1) quantities without values, (2) values without
quantities and (3) minus values or quantities or both.
(a) all items are current, and are for bills payable for articles received or value of
supplies for which payment is outstanding; and
(b) there are no debit items except as provided for in paragraph 2815-S.
16.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
NOTE. If an advance was made for stock to be obtained, it would have to be carried to Sundry Creditors
Purchases.
1607. Deleted.
1608. Deleted.
1609. Deleted.
1610. Work in Process and Work in progress Account. The chief points to be looked
into are;
(a) that the balance is supported by details leading down to the individual
operations, such as the individual jobs undertaken in large shops, or the
individual operations of brick making, and such like;
(b) that the operations are all current and undertaken under competent sanction;
(c) that accounts of manufacturing operations carried on from year to year are
closed annually;
(d) that there are no credit items in the details of balance and if there are any
such items they are noted for immediate adjustment;
(e) that the details consist only of labour, materials and overhead charges
expended upon unfinished works or completed works awaiting adjustment;
(f) that for all jobs undertaken for outsiders, a sufficient deposit has been made,
where such a deposit is required by rule ; and that on the first appearance of a
work it is seen that an estimate is on record, containing the extra percentages
required by rule, and accepted by the person or department ordering the work ;
(g) that there are no inefficient balances and the periodical adjustments in
respect of Overcharges and Undercharges under the overhead, manufactures
and repairs work orders are carried out regularly as laid down in Chapter X of
the Pakistan Railways Code for the Mechanical Department (Workshops) and the
outstandings are not allowed to accumulate.
16.2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
(b) there are no items which can be at once adjusted through Transfers
Accounts.
NOTE. *This should be asked for on the 30th June if not recently proved at test check.
(e) all advances have been made under competent authority and in accordance
with Code rules; and
(i) Deleted.
(iii) Deleted.
(v) Deleted.
1612. Payables
1613. Traffic Account (Accrued Earnings of Pakistan Railways). The balances on the
Traffic Book should be proved by the balance sheets of stations and of the Accounts
office, and by the Invoice and Way-bill Registers. In the examination of this account
opportunity should be taken to review the outstanding earnings and prompt steps taken
to remove all outstandings.
16.3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
1614. Deleted.
1615. Cash. It should be seen that the disbursing officers' cash balance returns of the
30th June have been received in original in the Accounts Office, and that they agree
with the cash balance in the Cash Book or accounts rendered.
(1) Unpaid Wages. The balances under this head in the general books of account
should be reconciled half yearly with the aggregate balances in the unpaid
wages register (A. 1116).
(2) Deposit Private Companies. This head is operated for the purpose of
recording all transactions regarding division of earnings with deposit private
companies and other carriers (out-agencies).
(3) Other Deposits. Other deposits may include the following account heads:
(a) no items other than those indicated in paragraph 1023 (3) appear
under this head;
(b) there are no debit items;
(c) all items are of a class which may be rightly placed in this account,
e.g.,
(i) Sums received to be expended on works for individuals, or
Corporations (other than Deposit Works for Private and Public Bodies)
financially independent of Government, or payments in advance for
stores to be sold to them.
16.4
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVI
CONTROL ACCOUNTS
(d) all items are current and relate to works in progress or to agreements
in course of fulfilment.
1617. Deposits Works for Private and Public Bodies. It should be seen that the amounts
deposited by the Private and Public Bodies are correctly taken to account under this
head, that all charges relating to works for which the deposits are made are correctly
debited to this head and that there are no debit balances. It should also be seen that all
items are current and relate to works in progress.
1618. Loans and advances to employees. The internal check of the balances under this
head should be such as to enable the Accounts Officer to furnish the certificate required
under paragraph 1242(3).
1619. Staff Benefit Fund. It should be proved that the balance of the Staff Benefit Fund
is borne out by the accounts of the Fund. (For detailed rules, see the Pakistan Railways
Establishment Code).
1620. General Provident Fund. The balance of the fund should be proved at the end of
each financial year by the detailed books of the Fund.
1621. Internal Check Results. Items which, upon the examination of a Control
Accounts, are found to have been wrongly carried into it, and others which have
become capable of settlement, should be noted for immediate adjustment; and every
effort should be made to adjust all such items before the accounts for June are closed.
To do this it is essential that the annual examination of the Control Accounts should be
begun in May so that adjustments or removal of outstandings involving cash
transactions may be made in the accounts for June.
1622. Deleted
1623. Deleted
1624. Reconciliation. The control account will be monthly reconciled with their
subsidiary ledgers and such reconciliation should be kept on record for future
reference, locating differences and reconciling items between control accounts and
their subsidiary ledgers.
16.5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
C O N T ENT S
32
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
1701. Introductory. The various classes of security deposits which may be accepted
from certain employees and from Contractors are enumerated in paragraphs 2053 to
2061 of the Pakistan Railways General Code. All security deposits received in cash
should be accounted for in the books of account of Pakistan Railways under the
relevant detailed object head and should be held at credit of that head until these are
refunded or appropriated under the orders of the competent authority. No interest will
be allowed on security deposits received in cash. The rules in paragraphs 1703 et seq
will apply in the case of security deposits of other than cash, i.e., Paper Securities.
1702. Cash Securities. A detailed record of the deposits and refunds of security
deposits should be kept in a separate register, Security Deposit Register (Form A.
1702), kept for the purpose. When a deposit becomes refundable, the Executive Officer
concerned will issue a pay order in favour of the employee or contractor to whom it is
refundable. He will, at the same time, certify that the purpose for which the security
was deposited has been satisfactorily fulfilled and if not so fulfilled indicate the amount
ordered by him to be appropriated from the deposit or from other dues. The Accounts
Officer will then check the correctness of the amount of the Security Deposit proposed
to be refunded with the relevant entry in the Security Deposit Register (Form A. 1702)
and pass the pay order for payment through crossed cheque. The amount refunded in
each case should be noted in the Security Deposit Register (Form A. 1702) when the
pay order is passed for payment. The record of security deposit of employees and
contractors, etc. will be kept in the separate registers in the following formats:
Form A. 1702A
EMPLOYEE REGISTER
Account Bill
Receipts Amount Refunded Balance
Code Particulars of (A.B.) Remarks
Name
(ID) Department transaction
Date No. Rupees Rupees No. Date Rupees
17.1
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
Form A. 1702B
CONTRACTOR REGISTER
Account Bill
Receipts Amount Refunded Balance
code Particulars (A.B.) Remarks
Name
(ID) of
transaction Date No. Rupees Rupees No. Date Rupees
1703. Conversion of Cash into Paper Securities. If a person wishes to convert the
security furnished in cash by him into any other form of security permissible under the
rules, he should apply in writing to the Accounts Officer. On receipt of such an
application, the Accounts Officer should take suitable action by purchasing Defence
Saving Certificates of the required denomination, or by lodging the cash security in a
scheduled bank or in the Postal Savings Bank Account, as desired by the applicant.
(a) All Government Promissory Notes lodged as security deposits should be got
endorsed payable to the Financial Adviser and Chief Accounts Officer or order.
(i) All interest accrued up to date should previously have been collected by the
depositor.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
(ii) The tendered scrip should have at least two blank pages after the depositors
endorsement to the railway. These are necessary for further endorsements to and by the
State Bank.
(iii) If endorsements on the scrip are signed per pro or for the previous holders, a
certificate from the local Public Debt Office is required in recognition of the validity of
such endorsements.
(c) Government Promissory Notes should be accepted at their current market value, on
the day of deposit. In case of any material depreciation in the value of Government
Promissory Notes, etc., the depositor should be called upon to make good the
difference.
1706. Fixed Deposit Receipts. When Fixed Deposit Receipts are accepted, they should
be made out in favour of the Financial Adviser and Chief Accounts Officer. The dates of
maturity of the Fixed Deposit Receipts will be watched by the Accounts Officer. The
Executive Officers concerned should take prompt action to refund the security deposit
(if the contract has been fulfilled) or to advise the Accounts Officer of any extension of
the period of contract, so that he may arrange to renew the security in good time and
thereby avoid claims by the depositors against Pakistan Railways Administration for loss
of interest after maturity of the Fixed Deposit Receipt.
1707. It should be made clear to the contractors tendering Fixed Deposit Receipts as
security that they should advise the Departments in good time regarding refunds or
renewals of their Fixed Deposit Receipts and that Pakistan Railways Administration will
not be held responsible for any loss of interest, if timely intimation for refund or renewal
of these receipts is not given to Pakistan Railways.
1708. Bankers' Guarantee Bonds will be sent direct to the Accounts Officer by the
banks concerned, the departmental officer entering into the contract, in the first
instance, advising the Account Officer as to the amount and period for which the Bonds
should be drawn up. The Bankers' Guarantee Bonds received in the Accounts Office
should be checked to see that they are in the appropriate forms prescribed from time to
time and that they have been correctly drawn up and stamped, before they are
accepted as securities. The receipt and acceptance of the Guarantee Bonds should be
promptly intimated to the departmental officers concerned to enable them to sign the
contracts without delay.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
Receipts, Guarantee Bonds of Scheduled Banks, Post Office Cash Certificates or Savings
Banks Pass Books etc. On receipt, the documents should be first scrutinized to see that
they are genuine, that the depositor's title thereto is clear and that the endorsements
have been made in proper form. The particulars of the Security deposited, date of
expiry, description of the contract and contractor's name should then be entered in the
Register of Paper Securities. Separate pages should be allotted for different kinds of
securities deposited. All paper securities may be kept for safe custody in the Accounts
Office itself. Each entry in the Register of Paper Securities or return of any security
should be attested by a Gazetted Officer.
FORM A. 1709
Forwarded to the
Safe Custody
Interest Cashiers State Bank of
Receipt
Pakistan Authority for
refund
Payable Paid up Receipt Letter
Initials Date No. Date
at to No. No.
6 7 8 9 10
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
1710. To enable a watch being kept over the market fluctuations of paper securities, a
list should be made on the fly-leaf of the securities register (A. 1709) in which the
market values should be entered against all kinds of paper securities. The market values
of the paper securities may be taken from a standard financial Journal. The securities
register should be interleaved with blank papers to enable calculations to be made each
quarter. This register should be put up to the Officer monthly for his information, after
completion of the fly-leaf as regards the market values, and quarterly, after calculations
of the market values of the paper securities.
1711. Check of Paper Securities in the Safe Custody of the State Bank of Pakistan and
the Cashier. The offices of the State Bank of Pakistan which accept securities for safe
custody are required to publish at the end of each calendar year a list of the securities
in their respective custody, showing the names of the depositors, the Pakistan Railways
officers through whom the deposits were received and the amount of securities
(distributed by loans) held on account of each depositor. Every Accounts Officer should
watch for this publication and, on its receipt, check it with the entries in the register (A.
1709), and bring to notice any omission or error with which he is concerned. If no
discrepancy is pointed out within a reasonable time, it will be assumed that, so far as he
is concerned, he has accepted the list as correct.
1712. Once in six months, on the 31st of December and the 30th of June each year, the
Paper Securities with the Cashier should be checked by a Gazetted Officer with the
entries appearing in the register maintained in the Accounts Office.
1713. Interest on Paper Securities. The interest falling due on securities in the safe
custody of the State Bank of Pakistan will be remitted by the Bank, after deducting
income tax, to the officers with whom the securities were originally pledged for
distribution to the pledgers. Such interest receipts should, on receipt in the Accounts
Office, be sent to the Cashier for encashment and credit to the relevant detailed object
head in the books of account of Pakistan Railways, the payments to the respective
depositors being separately arranged by issuing payment orders against the credit in the
relevant head of account.
NOTE. Deleted.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
CHAPTER XVII
SECURITY DEPOSITS
back to the parties concerned. If the advice to return the securities is not received
within a month of the completion of the relevant contract, the departmental officer
concerned should be addressed on the matter. Before returning the security deposits,
the Accounts Officer should, in all cases, satisfy himself, from the facts available to him,
that the purpose for which the securities were deposited have been satisfactorily
fulfilled and that there are no claims of Pakistan Railways against the party whose
security deposits are being returned.
17.6
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX I
1.1 Assists the Board in the formulation and direction of Railways Financial,
Accounting and Budgetary policies;
1.2 Formulation, scrutiny and clearance from the concerned Government Agencies
of Railways Annual Budgets:
o Operational budget, fixing targets of revenue earnings under different
categories and levels of expenditure for various departments;
o Improvement and welfare expenditure budget with specific targets and levels
of outlay; and
o Development budget covering various schemes and their allocation both in
the foreign exchange as well as Pak rupees for Capital additions and
replacement purposes.
1.3 Monitoring and review of the behavior of flow of expenditure and earnings
according to the budget targets;
1.4 Financial scrutiny of the various proposals for creation of posts made to the
Board/Ministry by the Railways various units;
1.7 Assists the Board in determining priorities and allocation of funds amongst the
various disciplines of the Railways;
1.8 Monitoring the cash flow position of Pakistan Railways with the State Bank of
Pakistan and adoption of appropriate remedial measures concerning receipts
and disbursements on different accounts;
1.9 Monitoring utilization of aids, loans, grants, their proper accountal and
repayments wherever required according to the budget authorization available
to the Railways;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX I
1.11 Provides necessary liaison with the Auditor General of Pakistan and the Public
Accounts Committee of the National Legislature for presentation of Railways
Audit Reports and monitoring compliance to their directives;
1.12 Assists the Railways in spelling out the main policy guidelines and also
reviewing the performance of various units viz. Mechanical Works, Locomotives
Works, Civil Works, Railway Property Management and Development unit and
the two subsidiary companies viz. Railway Constructions Pakistan Limited
(RAILCOP) and Pakistan Railways Advisory and Consultancy Services Limited
(PRACS).
ORGANIZATION STRUCTURE
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNT DEPARTMENT
APPENDIX II
1.2 Responsible for directing, guiding and controlling the financial and
accounting affairs of Pakistan Railways through established systems;
1.3 Ensure timely preparation and submission of all accounting reports and
statements to meet requirements of International Financial Reporting
Standards(IFRS) and the management;
1.4 Analyse the financial results of operations, report the facts and deviations
from planned results to the Member Finance and suggest timely course of
action for remedying the situations;
1.6 Verify standard of presentation and accuracy of all monthly, quarterly, bi-
annual and annual statements and write analytical but brief reports on such
statements;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNT DEPARTMENT
APPENDIX II
1.8 Rotate the duties of the staff in the Accounts Department from time to time so
as to familiarize them with accounting works;
1.9 Ensure that all management reports are submitted in time enabling the
management to take timely decisions and corrective actions;
1.12 Report the matters to the Member Finance requiring changes in the Codes,
System and Procedures, Accounting Policies etc.; and
1.13 Any other function that may be assigned to him by the Member Finance from
time to time.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX III
3. Directorate of FIS / MIS is responsible for data entry and to ensure accuracy and
reliability of data entered into the system in coordination with the Accounts department
at each level.
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IV
01. Chief Cost Accounts Officer is responsible for the implementation of following cost
accounting systems:
Rail Costing
Costing for Workshops
Costing for Carriage Factory
Costing for Pakistan Locomotive Factory
Project Costing
Costing for Concrete Sleeper Factories
ORGANIZATION STRUCTURE
03. The organization chart of the office of Chief Cost Accounts Officer is as follows:
Page 1 of 2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IV
03.1 One Assistant Chief Cost Accounts Officer is posted at each following divisions:
Karachi;
Sukkur;
Multan;
Quetta;
Lahore;
Peshawar;
Rawalpindi; and
Moghalpura Workshops.
04. Each Assistant Chief Cost Accounts Officer is assisted by Accounts Officers (AO) /
Assistant Account Officers (AAO).
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
tender advice to the Principal Accounting Officer in the delegated field, in all
matters of payment and matters affecting the accounts or any other matter
concerning propriety and regularity of transactions;
process cases relating to the non-delegated field, and matters relating to foreign
exchange, and demands for Supplementary Grants;
be responsible for the work relating to Public Accounts Committee (PAC) and
Departmental Accounts Committee (DAC) and audit observations on
Appropriation Accounts and Audit Reports, ensuring compliance with the Public
Accounts Committee observations and recommendations;
assist the Principal Accounting Officer prepare necessary briefs for Public
Accounts Committee / Departmental Accounts Committee and attend the
meeting of Public Accounts Committee and Departmental Accounts Committee
along with the Principal Accounting Officer;
tender advice to the Principal Accounting Officer for compliance of rules, such
as General Financial Rules (GFR), Fundamental Rules (FR), Supplementary Rules
(SR), Federal Treasury Rules (FTR) and other regulations, instructions and orders
issued by Finance Division from time to time;
be responsible for observance of Internal Control prescribed by the Controller
General of Accounts;
assist and advise the Principal Accounting Officer for preventing irregularities,
waste and fraud;
exercise internal checks as provided in Chapter III, Internal Checks of Pakistan
Railways Code for the Accounts Department, instructions received from Finance
Division and other competent authorities from time to time and in Para 13 of
GFRs Volume 1, which states that:
o rules on handling and custody of cash are properly understood and
applied;
o an effective system of internal check exists for securing regularity and
propriety in the various transactions; and
o satisfactory arrangements exist for systematic and proper maintenance of
Accounts Books.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3. Financial Advisor & Chief Accounts Officer, Pakistan Railways heads the
Accounts Department. He supervises the functioning of following personnel:
Organization Structure:
3.1 Financial Advisor & Chief Accounts Officer, Pakistan Railways is stationed at
Railway Headquarters, Lahore. Besides functions given in paragraph 2, Financial
Advisor & Chief Accounts Officer, Pakistan Railways performs following other
functions:
3.2 Deputy Chief Accounts Officer, General Branch supervises the functions of
following personnel:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
3.4 Senior Accounts Officer, General Branch supervises the following personnel of
General Branch:
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3.5 Accounts Officer, EG section pre-audits Pay bills of gazetted staff of Pakistan
Railways.
3.6 Accounts Officer, E Section pre-audits Pay bills of non-gazetted staff of Pakistan
Railways.
3.8 Functions of Senior Accounts Officer, Pension & Funds are given below:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
3.11 Senior Finance Officer, II renders financial advice of matters relating to tender,
purchase and sales.
3.12 Senior Finance Officer, Doubling of Tracks renders financial advice to Project
Director, Doubling of Track.
Page 6 of 43
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
Page 7 of 43
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
Page 8 of 43
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3.21 Accounts Officer, Pension & General Provident Fund (GPF) is responsible for
following functions:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3.25 Other six (6) Divisional Accounts Officers viz: Divisional Accounts Officer /
Karachi, Divisional Accounts Officer / Sukkur, Divisional Accounts Officer / Quetta,
Divisional Accounts Officer / Multan, Divisional Accounts Officer / Rawalpindi and
Divisional Accounts Officer / Peshawar perform similar functions as Divisional
Accounts Officer / Lahore.
3.26 Deputy Director Finance & Training is the incharge of accounts of Training
Centre and renders financial advice to Director General Pakistan Railways Academy,
Walton.
3.27 Deputy Chief Accounts Officer, Stores & Workshop is responsible for accounts
of Pakistan Railways stores and workshop. Deputy Chief Accounts Officer, Stores is
assisted by following Senior Accounts Officers:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
Divisional
Senior Accounts
Accounts Officer -
Officer - Stores
WAC
3.29 Divisional Accounts Officer, Workshop Accounting Centre deals with the
Accounts of workshop Moghalpura. Divisional Accounts Officer, Workshop
Accounting Centre supervises following individuals:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
3.32 Accounts Officer, Pension & General Provident Fund is responsible to facilitate
ex-employees of Railways by performing following functions:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3.33 Accounts Officer, Pension & General Provident Fund is assisted by following
personnel:
Organization Structure:
3.34 Accounts Officer, Expenditure, Cheques & Cost Analysis performs following
functions:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
3.35 Accounts Officer, Expenditure, Cheques & Cost Analysis supervises Assistant
Accounts Officer, Control I, Assistant Accounts Officer, Control II, Assistant Accounts
Officer, Cost Analysis, Assistant Accounts Officer, Cheques and Assistant Accounts
Officer, Expenses.
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Prepares monthly accounts of all workshops i.e. Loco Shops, Carriage & Wagons
Shops and Signal Shops;
Prepares monthly accounts returns related to Loco Shops, Carriage & Wagon
Shops and signal Shops.
to check that the person, to whom the service is rendered pays the proper
amount;
to check that the Railway servants receiving payment correctly account for the
same;
to check that the rate & fares prescribed by the Railway administration from time
to time for various classes of traffic are within the maxima and minima fixed by
the Government;
to compile accounts relating to revenue under prescribed form and as given in
rules and regulations;
to see that there are no financial irregularities in the transactions of Railway;
to help the administration and executive officers of the Railway with advice
whenever required or found necessary in all matters involving Railway finance.
4.2 Financial Advisor & Chief Accounts Officer, Revenue is assisted by Deputy
Financial Advisor & Chief Accounts Officer, Revenue.
4.3 Deputy Financial Advisor & Chief Accounts Officer, Revenue, supervises
following personnel:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
4.4 Senior Finance & Accounts Officer, Revenue is responsible for the functioning of
following personnel:
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.5 Accounts Officer, Traffic Books & Books is responsible for the functioning of
following personnel:
Organization Structure:
4.6 Main functions of Assistant Accounts Officer, Books Section are given below:
to check cash book received daily from the office of Chief Cashier & Treasurer;
to prepare form II (revised) daily and monthly from treasury receipts, detailed
in form III (revised) received from Chief Cashier & Treasurer for amounts
remitted into State Bank and its submission to central books section headquarters
office;
to prepare cash abstracts (receipts and disbursements);
to prepare Transfer Certificates on account of:
o pension payment orders, Railway Credit Notes, etc., debitable to
expenditure heads of accounts in the books of other accounting units;
o amounts of miscellaneous receipts deposited at Railway stations and in
the office of Chief Cashier & Treasurer, creditable to various heads of
accounts in the books of other accounting units;
to prepare advices on the authority of bills / invoices received from warrants,
passenger classification (Coaching) Section and Accounts Office Balance sheet
Coaching (AOC), Accounts Office Balance Sheet Goods (AOG) Section and its
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.7 Main functions of Assistant Accounts Officer, Traffic Book I are given below:
to post Traffic Book (Coaching & Goods) from Station Balance Sheet;
to prepare journal entry for submission to books section TA branch;
to receive Cash remittance Notes along with Cash Check Sheets from Chief
Cashier & Treasurer office and post the same in cash register;
to submit cash check sheets to book section TA branch;
to prepare revenue statements.
4.8 Main functions of Assistant Accounts Officer, Traffic Book II are given below:
4.9 Main functions of Assistant Accounts Officer, Traffic Book III are given below:
Receipt and check of Railways Credit Notes both Coaching and Goods;
Preparation of bills for raising debit against concerned accounting units.
To deal with miscellaneous cash receipts received from stations / cash office for
inclusion in Accounts Office Balance Sheets Coaching (AOC) and Goods (AOG).
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4.10 Main functions of Assistant Accounts Officer, Computer Section are given below:
Organization Structure:
4.13 Main function of Assistant Accounts Officer, Finance is to assist Accounts Officer
Payment & Finance in rendering financial advice to executive offices.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.14 Main function of Assistant Accounts Officer, Bank Cell as per agreement
executed with National Bank of Pakistan and various circulars issued by the office of
Financial Advisor & Chief Accounts Officer Revenue are given below:
4.15 Main functions of Travelling Accounts Officers, I & II are given below:
to test check the work of each Inspector of Coaching & Goods once within a
year;
to inspect and check the accounts of major stations once within a period of three
(3) years;
to scrutinize the inspection reports, serious irregularities statements, special
reports etc. received from inspector of coaching & goods;
to examine scrutinize cases of frauds and serious irregularities before submission
to Financial Advisor & Chief Accounts Officer Revenue for further reporting the
same to executive authorities, Director General Audit Railways and Ministry of
Railways;
to deal with the personnel matters relating to Inspector of Coaching & Goods
Accounts.
Accounts Officer, Balance Sheet and Accounts & Approximate Returns Section
4.16 Accounts Officer, Balance Sheet and Accounts & Approximate Returns,
supervises following personnel:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
4.17 Following functions, as per office manual of Traffic Accounts Branch Balance
Sheet Section, are performed by Assistant Accounts Officers, Balance Sheet A, B, C and
D:
to see that stations take to account all amounts for which they are accountable;
to check station balance sheet and allocate earnings under various heads;
to watch items shown outstanding by the stations;
to report cases of theft & losses discovered during the scrutiny of outstanding
lists;
to clear items kept outstanding by Checking Sections and balance sheet
checkers;
to prepare monthly, quarterly and half yearly statements of outstanding;
to prepare statements for raising debits on accounts of Pension Payment Orders
etc., debitable to expenditure heads of accounts in the books of other
accounting units;
to issue error sheets against stations on account of non / short remittance of
earnings against stations concerned;
to receive statements of Station and Audit figures from auditing sections, its
comparisons with the figures accounted for in balance sheet by stations and
preparation of discrepancy statements for verification by concerned sections;
to prepare statements for transferring credit on account of receipts deposited at
Railway stations and in the office of Chief Cashier & Treasurer, creditable to
various heads of accounts in the books of other accounting units.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.18 Following functions, as per manual of Traffic Accounts Branch, Accounts &
Approximate Return Section, are performed by Assistant Accounts Officer, Accounts &
Approximate Return:
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.22 Main functions as per office manual of Traffic Accounts Branch, Booking Agency
Section, are performed by Assistant Accounts Officer, Booking Agencies:
to ensure that charges in respect of passengers, parcel and goods traffic, booked
from or received at city booking agencies, out agencies are correctly recovered
and properly accounted for in the books and returns;
to ensure timely and regularly remittance of cash on behalf of Pakistan Railways;
to check and verify the out / city Booking Agents commission / service charges
bills and arrange payments in accordance with the terms and conditions of the
agreement;
to ensure receipt and check of returns and connected documents etc.
4.23 Following functions, as per office manual of Special Ticket Examiners Section,
are performed by Assistant Accounts Officer, Special Ticket Examiner:
to ensure correct recovery of excess fare and penalty charges due from
passengers travelling without tickets or in a higher class than those for which
they hold tickets etc.;
to ensure correct and regular accountal of such charges by stations and Special
Ticket Examiners through their returns;
to ensure regular and timely receipt of returns from the stations and Special
Ticket Examiners through Divisional Head Special Ticket Examiners;
to ensure correct remittances of Special Ticket Examiners earnings by stations;
to compile figures of excess fare and penalty charges for check with Station
Balance Sheets;
to compare receipts sent by the Special Ticket Examiners with the statements of
cash deposited at station;
to compare Passenger files of each Excess Fare Tickets issued by Special Ticket
Examiners and Stations received as collected from destination stations with
connected Excess Fare Returns;
to issue Discrepancy Statements to Divisional Superintendents in connection
with irregularities, undercharges detected during the course of check of Excess
Fare Tickets Returns.
4.24 Following Functions, as per office manual of Traffic Accounts Branch, Local
classification Section, are performed by Assistant Accounts Officers, Local Passenger
Classification A, B and C:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to ensure that correct charges have been levied by station staff for tickets issued
to passengers;
to ensure that all tickets issued to passengers are accounted for through
prescribed returns;
to check station indents for passenger tickets;
to check rates of printed tickets;
to check local passenger classification returns;
to trace non issued tickets in the classification returns, received from Non
Issued Ticket Collection Section;
to trace collected tickets in classification returns, received from Ticket Collection
Section;
to issue error sheets against stations for short or non accountal of fare by
concerned stations;
to prepare and submission of statements of Stations and Audited figures to
balance sheet sections;
to prepare on account of Military Concession Orders;
to check that correct charges have been levied by the station staff on Blank
Paper Tickets issued to passengers;
to check that all tickets issued to passengers have been accounted for in relevant
returns;
to check and compare collected Blank Paper Tickets with the highest numbers of
Blank Paper Tickets in the respective returns.
4.26 Following functions, as per office manual of Traffic Accounts branch, Local
Parcel Section, are performed by Assistant Accounts Officer, Local Parcel:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to issue error sheets against stations for short or non accountal of freight and
under charges against concerned stations;
to prepare and submission of statements of Stations and Audited figures to
balance sheet sections.
4.27 Accounts Officer, Goods, Warrants and Dry Ports supervises the following
personnel:
Organization Structure:
4.28 Following functions, as per office manual of Traffic Accounts Branch, Goods
Summary Section, are performed by Assistant Accounts Officer, Goods Summary
Section:
to ensure that entire Local Goods Traffic, booked under invoices, is correctly
and completely accounted for in Outward Books and Inward Delivery Books by
the originating and destination station respectively;
to check and compare the Outward Returns with the connected Inward Returns;
to receive check and compare Goods Outward Books, invoices and related
Goods Outward Summaries;
to Compare Paid Outward Summaries, prepared by originating stations, with
Paid Inward (Delivery Book) Summary prepared by destination stations;
to identify transactions that remain unpaid / unclear for more than 2 months;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.30 Following functions, as per office manual of Traffic Accounts Branch, Warrant
Section, are performed by Assistant Accounts Officers, Warrant I & II:
to check and verify the warrants, Military Credit Notes, Local Government
Passenger Classification Returns, Goods returns and Parcel, Luggage and Horse,
Carriage & Dog Returns with respect to Military traffic;
to prepare bills against Controller Military Accounts (CMA) in respect of such
traffic;
to check continuity of soldier tickets etc;
to compare collected soldier tickets with Local Government Passenger Return;
to compare non issued soldier tickets with Local Government Passenger
Return;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to check, verify accounts and connected documents, Returns received from Dry
Ports at Moghalpura, Faisalabad, Karachi, Quetta, Margala Islamabad, Multan
and Peshawar;
to prepare and submission of statements of Stations and Audited figures to
balance sheet sections;
to issue error sheets against concerned dry ports on for short or non accountal of
freight and under charges against concerned dry ports.
4.33 Following functions as per office manual of Traffic Accounts Branch, Over
Charge Sheet (Coaching) Section, are performed by Assistant Accounts Officer, Over
Charge Sheet (Coaching):
to check Over Charge Sheets pertaining to public claims of local coaching
traffic;
to check over charge sheets relating to the clearance of station outstandings;
to process the cases of refund of tickets and parcels received through office of
Chief Commercial Manager, Headquarters;
to deal with compensation claim cases;
to check refunds allowed by station staff at the time of delivery of parcels;
to prepare bills against Pakistan Post for services rendered;
to watch recovery of charges from Pakistan Post.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
4.34 Following functions, as per office manual of Traffic Accounts branch, Local
Luggage Horse Carriage and Dog Section, are performed by Assistant Accounts Officer,
Luggage Horse Carriage & Dog:
Assistant Accounts Officer, Non Issued Ticket Collection & Pass, Ticket Collection
Section
4.35 Following functions, as per office manual of Traffic Accounts Branch, Non
Issued Ticket Collection & Pass, ticket Collection Section, are performed by Assistant
Accounts Officer, Non Issued Ticket Collection & Pass, Ticket Collection Section:
to receive covers containing non issued tickets along with daily statements of
such tickets;
to compare Non Issued Tickets with daily Non Issued Ticket statements;
to receive and compare monthly summaries of Non Issued Tickets with daily
Non Issued Ticket statements;
to submit monthly summaries of Non Issued tickets to Local Passenger
Classification Sections;
to submit daily Non Issued Ticket statements in respect of cancelled, refunded
advance dated tickets to local passenger classification sections;
to receive passes collected at stations;
to check collected passes with returns received from Pass Issuing Offices;
to receive collected tickets daily from stations alongwith Ticket Collectors
Report;
to sort tickets local blank paper tickets and printed card tickets for check with
monthly returns;
to pick out, in respect of any two days between 3rd and 25th of the month and in
respect of all the days from 25th to the 2nd of following month;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to pick out highest numbers of collected printed card tickets between pairs of
stations for comparison with local passenger classification;
to compile information in regard to missing tickets from Ticket Collectors
Reports as desired by traffic authorities.
4.36 As per procedures for Dry Ports issued by executive authorities and circulars
issued by the office of Financial Advisor & Chief Accounts Officer Revenue, Accounts
Officer, Dry Port / Bandar, Karachi assists DCOS, Dry Port Karachi in respect of
payment of Karachi Port Trust dues and recovery from the Exporters before delivery of
Bill of Lading. Accounts Officer, Dry Port maintains revolving Account from which all
port dues are paid. The Account is recouped as and when required for this purpose
transfer divisional head is operated. Receipts / Vouchers received from Karachi Port
Trust for payment made are sent through Transfer Certificates to the office of
FA&CAO/Revenue to watch recovery of charges included in the invoices of imports
issued from Dry Port Karachi Bandar.
Organization Structure:
Assistant Accounts
Officer - Dry Port
Karachi Bandar
4.37 Chief Cashier & Treasurer is the incharge of Cash & Pay Office at Lahore and
pay offices at all divisional headquarters. He is assisted by the following personnel:
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to deposit all amounts of cash, bank drafts and cheques etc. received in Chief
Cashier & Treasurer office into State bank of Pakistan through Treasury
Receipts;
to send Treasury Receipts alongwith cash book to Traffic Accounts branch
Lahore;
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
to prepare form III (revised) and submit the same to book section Traffic
Accounts Branch;
to send cash remittance notes duly entered in cash check sheets and vouchers
received from stations etc. to Traffic Accounts branch.
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
5. Financial Advisor and Chief Accounts Officer, Manufacturing & Services, is the
head of Accounts Department, Manufacturing & Services. He is assisted by a Deputy
Financial Advisor & Chief Accounts Officer, Manufacturing & Services.
5.1 Financial Advisor and Chief Accounts Officer, Manufacturing & Services
performs following functions:
Deputy Financial Advisor & Chief Accounts Officer, Manufacturing & Services
5.2 Deputy Financial Advisor and Chief Accounts Officer, Manufacturing & Services
supervises Senior Finance and Accounts Officer, Lahore, Senior Finance Officer,
Carriage Factory / Islamabad, Senior Accounts Officer, Locomotive Factory / Risalpur
and Senior Accounts Officer, Carriage Factory / Islamabad.
Organization Structure:
5.3 Senior Finance & Accounts Officer, Manufacturing & Services supervises the
functioning of Accounts Officer, Coordination, Accounts Officer, Cairns Hospital,
Accounts Officer, Concrete Sleeper Factories, Accounts Officer, Project Moghalpura
and Assistant Finance Officer.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Organization Structure:
To audit the Pay bills, supplementary bills, TA bills, pay orders, Imprest bills after
having been processed by the medical superintendent office;
To audit bills, petrol bills, local purchase of medicines, telephone bills, repairs of
machinery bills, reimbursement of medical charges;
Preparation of expenditure statements, tour wise payments, staff position and
other duty assigned, monthly activity report.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Maintains accounts of AVLB, 1300 High Capacity Wagons, 1000 High Capacity
Wagons and Rehabilitation Project.
deal with the cases of financial concurrence of concrete sleeper factories, CSF
organization, Lahore vetting the concurrence statements;
deal with the cases of financial concurrence of medical reimbursement cases of
Cairns Hospital and checking of concurrence statements and other medical
purchase.
5.10 Senior Finance Officer, Carriage Factory Islamabad is responsible for rendering
financial advice to Managing Director, Carriage Factory, Islamabad and Managing
Director, Locomotive Factory, Risalpur. He also supervises the functioning of Accounts
Officer, Coordination.
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
5.12 Assistant Finance Officer, Carriage Factory Islamabad assists Senior Finance
Officer in rendering financial advice to Managing Director, Carriage Factory Islamabad.
5.13 Assistant Finance Officer, Locomotive Factory assists Senior Finance Officer in
rendering financial advice to Managing Director, Locomotive Factory.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
5.20 Following are the functions performed by Assistant Accounts Officer, Pension:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
Issuance of Pension Payment Order in triplicate (one copy each for Disburser,
Pensioner and record portion);
Final payment;
Preparation of pay order with Abstract of Bills Passed (CO7) for commutation;
Issuance of cheques;
Pre-audit of transactions;
Keeping record of General Provident Fund Accounts of employees;
Verification of applications of advances against General Provident Fund;
Transferring the fund accounts of employees to other offices;
Working out and charging interest on General Provident Fund balances;
Monthly and annual reconciliation with General Books;
Preparation of Accounts Slips of each member of the fund at the close of the
accounts of a financial year.
Senior Accounts Officer, Locomotive Factory
5.21 Senior Accounts Officer, Locomotive Factory is the incharge of the Accounts
Department of Locomotive Factory, Risalpur. He is responsible for arranging payment
to labour and staff of Locomotive Factory, Risalpur and compilation of monthly / annual
accounts of the Factory. Senior Accounts Officer, Locomotive Factory is assisted by
Accounts Officer, Locomotive Factory.
Organization Structure:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
5.24 Functions of Assistant Accounts Officer, Pension and fund are given below:
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX V
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VI
1. This directorate is headed by Director Finance & Budget who report to Member
Finance. This department is sub-divided into further two sections: Budget Section and
Finance Section. Each section is headed by Deputy Director. Finance Section has
following two sub-sections: Finance and Accounts. Each of these two sub sections is
managed by Assistant Director in the supervision of Deputy Director Finance. Deputy
Director Finance is assisted by Assistant Director Accounts and Assistant Director
Finance. Each Assistant Director is assisted by Assistant Accounts Officer. Budget
Section is further split into two sub sections: Budget I and Budget II. Each sub section is
supervised by Assistant Directors.
2. Functions performed under the supervision of Director Finance & Budget are
given below:
Reviews the budget sanctioned for the current and forthcoming financial years;
Page 1 of 2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VI
Organization Structure:
Page 2 of 2
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
1 Creation of The creation of new posts in the (i) A post in any office
Temporary posts Current Expenditure shall require or department
the approval of the Finance which has remained
Division, even when these are vacant for a period
included in the current budget. The of three years or
Secretaries of the Ministries / more shall be
Divisions shall have full powers to deemed to have
create new post(s) in the been abolished. The
Development Expenditure / PSDP, powers for revival of
included in PC-I or PC-II after the that post shall not be
approval of the project by the exercised without
relevant forum subject to obtaining prior
availability of development budget approval of the
against Employees Related Financial Adviser.
Expenses. These posts shall be
continued on year to year basis till (ii) Financial Advisers
the completion of the project. Such concurrence for
post(s) will cease to exist on the continuance of
closure / completion of the project. temporary posts in
After completion of the project and the next financial
submission of PC-IV, the barest year may be sought
minimum and essential post(s) shall well before the
be converted from Development beginning of that
Expenditure to Current Expenditure year so that the
with the approval of the Financial posts not agreed to
Adviser. by the Financial
Adviser are not
continued in the
next financial year
even for a day.
Page 1 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
the Financial Adviser
before the Ist October,
every year.
3 Abolition of posts Full Powers. As in column 3.
General Instructions:
Page 2 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
Page 3 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
Disaster Preparedness & Relief and
Occupancy Costs.
(iii) of provision specifically made
in the budget for expenditure in
foreign exchange to expenditure in
local currency; and
(iv) of provision allowed as
Supplementary Grant;.
Page 4 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
irrecoverable Five Million) in each case, 100,000 (Rupees One
value of stores or provided that : hundred thousand)
public money due (a) the loss does not disclose a subject to observance
to losses on defect of system the amendment of of conditions
account of fraud, which requires the orders of higher mentioned in Column
theft, etc. authority; and 3.
(b) there has not been any serious
negligence on the part of some
individual government officer or
officers, which may possibly call
for disciplinary action requiring
the orders of any higher authority.
7 Expenditure
against provisions
in the budget
shall be
sanctioned in the
following
manners:
Project Pre-
Investment
Analysis
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
Operating
Expenses
(13) Printing & Full powers, provided that printing As in column 3. The job of printing
Publications. at a press other than a press of the material of sensitive and
Printing Corporation of Pakistan, classified nature shall
Page 6 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
should be undertaken only if the continue to be
Principal Accounting Officer is performed by Printing
satisfied that it is in public interest Corporation of Pakistan.
to do so and records a certificate to The Principal
that effect. Accounting Officer shall
determine the nature of
such printing material.
(16) Rent of (i) Full powers to incur expenditure As in column 3. (1)In sanctioning rent,
Residential from within the sanctioned budget merits and local
Buildings. grant as per prescribed rental conditions in each case
ceiling and grant one year advance will be kept in mind.
payment of rent during the lease
period and subject to availability of (2) Powers at (i) and (ii)
funds. in Column 3 may be
exercised only in the
case of government
servants who are entitled
to provision of residential
accommodation under
any general or specific
orders.
Page 7 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
and Publicity. conditions.
Transfers
(23) Entertainmen (i) For light refreshment not As in (i) of column 3. Welcome or farewell
t. exceeding Rupees 30 (Rupees receptions, lunches and
Thirty) per head at meetings dinners to Government
convened for official business. functionaries should not
Decision to incur such expenditure be arranged at the
will be taken only by officers of expense of public
and above the status of Joint exchequer.
Secretary.
(ii) For receptions, lunches and (a Notwithstanding the
dinners: up to Rupees 40,000 provisions of para 8 (c) of
(Rupees Forty Thousand) in each this O.M. the power at
case for Ministries / Divisions (ii) and (iii) above shall
subject to the condition that per not be delegated by the
head expenditure including taxes Secretaries of
and soft drinks etc should not in administrative Ministries
any case exceed Rupees 1200 / Divisions to the officers
(Rupees Twelve Hundred). subordinate to them in
the Ministries / Divisions
(iii) For serving lunch boxes not and elsewhere.
exceeding Rupees 200 (Rupees
Two Hundred) per head in meeting (b) The expenditure
which are prolonged beyond involved shall be subject
office hours without break in the to availability of budget.
interest of Government work. No proposals for
reappropriation of funds
from the restricted heads
as mentioned at Sl. No 5
above and
Page 8 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
Supplementary Grant /
Technical
Supplementary Grant
shall be entertained by
Finance Division.
Expenditure on
Acquiring of
Physical Assets.
Repair &
Maintenance
Page 9 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
or by bank drafts,
other than leave
salary.
10 Fixation of initial Powers to grant not more than six As in column 3. Six advance increments
pay by grant of premature increments for the initial can also be allowed to
premature fixation of pay subject to the those nominees of the
increments in following conditions: FPSC who are already in
cases of first government service over
appointment (a) In cases of persons appointed and above minimum of
under through the FPSC, premature the respective pay scale
government of increments should be granted, on to which they are
persons not the recommendations of the FPSC, appointed and not over
already in the and in consideration of the fact that and above their
service of the suitable persons of requisite protected pay under FR.
Federal, or a qualifications are not available in 22.
Provincial the minimum pay of the post.
Government.
(b) No premature increments
should be granted in cases of
adhoc appointments in
anticipation of FPSCs
recommendations.
Page 10 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
after the appointing authority
certifies that suitable persons of
requisite qualifications are not
available on the minimum of the
sanctioned pay scale of the posts.
11 Fixation of initial Power to fix the initial pay in the As in column 3. In case where the initial
pay of an time scale of the new post at the pay in the time scale of
officiating stage at which it would have been a new post is fixed in
government fixed under the rules if the exercise of these powers,
servant on officiating pay in respect of the old the government servant
appointment to post was the substantive pay, of the will, for the purposes of
another post in a government servant provided that:- subsequent drawls of pay
time scale of pay. in that post (and for these
purposes only), be
(a) the government servant treated as if the
concerned has held that post for a government servant were
period of three years continuously holding a lien on the old
(including period of leave) or post.
would have held it for that period if
not appointed to the other post;
and
12 Sanction to the Full powers upto the level of As in column 3. The power will be
undertaking of Section Officer and equivalent. exercised subject to the
work for which an The amount should not exceed condition that the
honorarium is one months pay of the government relevant rules and policy
offered and the servant concerned on each instructions issued by the
grant of occasion. In the case of recurring Finance Division from
acceptance of an honoraria, this limit applies to the time to time are duly
honorarium. total of recurring payments made observed and that
to an individual in a financial year. the grant of honorarium
is not used as a device to
compensate a
Page 11 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
government servant for
special pay etc. not
admissible under the
rules. No expenditure
should be incurred on
honoraria in excess of
the specific provision
made for this purpose
In the sanctioned budget
grant and that if
expenditure in cases of
such provision becomes
necessary at same stage,
prior concurrence of the
Financial Adviser shall
be necessary before such
expenditure is incurred.
Notwithstanding the
provisions of para 8 (c) of
this O.M. this power
shall not be delegated by
the Secretaries of
administrative Ministries
/ Divisions and Heads of
Departments to the
officers subordinate to
them in Ministries /
Divisions and
Departments.
Page 12 of 26
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
submission of TA (ii) Where T.A advance was drawn:
Bill. TA adjustment bill should be
submitted within one year of the
date of performance of journey by
the government servant, failing
which the advance will be
recovered.
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APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
the prescribed
period of one
month on medical
grounds or due to
private affairs.
21 Grant of leave Full powers to the extent covered As in column 3. In terms of Item No. 8 of
terms to by model rules laid down in the standard terms and
employees Appendix-10 to FR & SR Volume conditions laid down
appointed on II. vide Establishment
contract. Divisions O.M. No.
10/52/95-R-2, dated 18-
7-1996.
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APPENDIX VII
Powers Delegated to
S. Powers Delegated to the
Name of Powers the Heads of Remarks
No. Ministries / Divisions
Departments
1 2 3 4 5
23 Grant of advance Full Powers, subject to the As in column 3.
to government condition that advances will be
servants from allowed in a manner that only one
various provident advance will remain outstanding at
funds. one time.
The rules regulating the efficiency, discipline and removal from service of civil servants are
given below:
In exercise of the powers conferred by section 25 of the Civil Servants Ordinance, 1973
(No. XIV of 1973), the President is pleased to make following rules, namely:
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APPENDIX VII
(2) They shall come into force at once and shall apply to every civil servant.
4. Penalties.(1) The following are the minor and major penalties, namely
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(ii) withholding, for a specific period, promotion or increment, otherwise than for
unfitness for promotion or financial advancement in accordance with the rules or orders
pertaining to the service or post;
(iii) stoppage, for a specific period, at an efficiency bar in the time-scale, otherwise than
for unfitness to cross such bar;
(iv) recovery from pay of the whole or any part of any pecuniary loss caused to
Government by negligence or breach of orders;
(a) appointed on probation, during the period of probation, or in accordance with the
probation or training rules applicable to him; or
(b) appointed, otherwise than under a contract, to hold a temporary appointment, on
the expiration of the period of appointment; or
(c) engaged under a contract in accordance with the terms of the contract.
(ii) The authorised officer shall decide whether in the light of facts of the case or the
interests of justice an inquiry should be conducted through an Inquiry Officer or Inquiry
Committee. If he so decides, the procedure indicated in rule 6 shall apply.
(iii) If the authorised officer decides, that it is not necessary to have an inquiry
conducted through an Inquiry Officer or Inquiry Committee, he shall
(a) by order in writing, inform the accused of the action proposed to be taken in
regard to him and the grounds of the action; and
(b) give him a reasonable opportunity of showing cause against that action:
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APPENDIX VII
Provided that no such opportunity shall be given where the authority is satisfied
that in the interest of the security of Pakistan or any part thereof it is not expedient to
give such opportunity.
(iii) On receipt of the report of the Inquiry Officer or Inquiry Committee or, where no
such officer or Committee is appointed, on receipt of the explanation of the accused, if
any, the authorised officer shall determine whether the charge has been proved. If it is
proposed to impose a minor penalty he shall pass orders accordingly. If it is proposed to
impose a major penalty, he shall forward the case to the authority along with the charge
and statement of allegations served on the accused, the explanation of the accused, the
findings of the Inquiry Officer or Inquiry Committee, if appointed, and his own
recommendations regarding the penalty to be imposed. The authority shall pass such
orders as it may deem proper.
(2) The exercise of powers under clauses (i) and (iv) of sub-rule (1) by the authorised
officers in the Pakistan Missions abroad shall, unless already so provided, always be subject to
the approval of the authority.
(1) Frame a charge and communicate it to the accused together with statement of
the allegations explaining the charge and of any other relevant circumstances which are
proposed to be taken into consideration.
(2) Require the accused within a reasonable time, which shall not be less than
seven days or more than fourteen days from the day the charge has been communicated to
him, to put in a written defence and to state at the same time whether he desires to be heard in
person.
(3) The Inquiry Officer or the Committee, as the case may be, shall enquire into the
charge and may examine such oral or documentary evidence in support of the charge or in
defence of the accused as may be considered necessary and the accused shall be entitled to
cross-examine the witnesses against him.
(4) The Inquiry Officer or the Committee, as the case may be, shall hear the case
from day to day and no adjournment shall be given except for reasons to be recorded in
writing. However, every adjournment, with reasons therefor shall be reported forthwith to the
authorized officer. Normally no adjournment shall be for more than a week.
(5) Where the Inquiry Officer or the Committee, as the case may be, is satisfied that
the accused is hampering, or attempting to hamper, the progress of the enquiry he or it shall
administer a warning, and if thereafter he or it is satisfied that the accused is acting in disregard
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APPENDIX VII
of the warning, he or it shall record a finding to that effect and proceed to complete the
enquiry in such manner as he or it thinks, best suited to do substantial justice.
(6) The Inquiry Officer or the Committee, as the case may be, shall within ten days
of the conclusion of the proceedings or such longer period as may be allowed by the
authorized officer, submit his or its findings and the ground thereof to the authorized officer.
6-A. Revision.(1) Subject to sub-rule (2), the authority may call for the record of any
case pending before, or disposed of by, the authorized officer and pass such order in relation
thereto as it may deem fit; (2) No order under sub-rule (1) shall be passed in respect of an
accused unless the authorized officer to be designated by the authority has informed him in
writing of the grounds on which it is proposed to make the order and has been given an
opportunity of showing cause against it, including an opportunity of personal hearing if
requested by the accused or is otherwise necessary in the interest of justice, in particular, when
the authority contemplates to pass an order adverse to the interest of the accused: Provided
that no such opportunity shall be given where the authority, for reasons to be recorded in
writing, is satisfied that, in the interest of security of Pakistan or any part thereof, it is not
expedient to give such an opportunity.
(a) summoning and enforcing the attendance of any person and examining him on oath;
(b) requiring the discovery and production of documents;
(c) receiving evidence on affidavits;
(d) issuing commissions for the examination of witnesses or documents.
(2) The proceedings under these rules shall be deemed to be judicial proceeding
within the meaning of sections 193 and 228 of the Pakistan Penal Code (Act XLV of 1860).
(a) where the accused is dismissed or removed from service or reduced in rank, on the
ground of conduct which has led to a sentence of fine or of imprisonment; or (b) Where the
authority competent to dismiss or remove a person from service, or to reduce a person in rank,
is satisfied that, for reasons to be recorded in writing by that authority, it is not reasonably
practicable to give the accused an opportunity of showing cause.
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10. Appeal.A person on whom a penalty is imposed shall have such right of appeal
as may be prescribed under the Civil Servants (Appeal) Rules, 1977:
Provided that, where the penalty is imposed by order of the President, there shall be no
appeal but the person concerned may apply for review of the order.
10-A. Appearance of Counsel.No party to any proceedings under these rules before
the authority, the authorised officer, and Inquiry Officer or an Inquiry Committee shall be
represented by an advocate.
AND WHEREAS it is necessary to provide for speedy disposal of such cases and for
matters connected therewith or ancillary thereto;
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APPENDIX VII
AND WHEREAS the National Assembly and the Senate stand suspended in pursuance
of the Proclamation of Emergency of the fourteenth day of October, 1999, and the Provisional
Constitution Order No.1 of 1999;
AND WHEREAS the President is satisfied that circumstances exist which render it
necessary to take immediate action;
1. Short title, extent, commencement and application. (1). This Ordinance may be
called the Removal from Service (Special Powers) Ordinance, 2000.
(2) It extends to the whole of Pakistan.
(3) It shall come into force at once.
(4) It shall apply to persons in Government service and corporation service.
(a) competent authority means the Prime Minister and where, in relation to any
person or class or persons, the Prime Minister authorizes any officer or authority, not being
inferior in rank to the appointing authority prescribed for the post held by the person against
whom action is proposed to be taken, to exercise the powers of competent authority under this
Ordinance, that officer or authority, and in relation to an employee of a Court or Tribunal
functioning under the Federal Government, the appointing authority or the Chairman or
Presiding Officer of the Court or the Tribunal.
(b) misconduct includes conduct prejudicial to good order or service discipline or
conduct unbecoming of an officer and a gentleman or involvement or participation for gain
either directly or indirectly in industry, trade or speculative transactions or abuse or misuse of
the official position to gain undue advantage or assumption of financial or other obligations to
private institutions or persons such as may cause embarrassment in the performance of official
duties or functions;
(c) person in corporation service means every person in the employment of a
corporation, corporate body, authority, statutory body or other organizations or institutions set
up, established, owned, managed or controlled by the Federal Government, or by or under
any law for the time being in force or a body or organization in which the Federal Government
has a controlling share or interest and includes the Chairman and the Managing Director, and
the holder of any other office therein; and
(d) person in Government service includes every person who is a member of an
All-Pakistan Service or of a Civil Service of the Federation or who holds a civil post in
connection with the affairs of the Federation or any employees serving in any Court or
Tribunal set up or established by the Federal Government but does not include a Judge of the
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Supreme Court or of a High Court or Federal Shariat Court or any Court subordinate to the
High Court, or any employee thereof.
the competent authority, after inquiry by the Inquiry Officer or the Inquiry Committee
appointed under section 5, may, notwithstanding anything contained in any law or the terms
and conditions of service of such person, by order in writing dismiss or remove such person
from service, compulsorily retire from service or reduce him to lower post or pay scale, or
impose one or more minor penalties as prescribed in the Government Servants (Efficiency &
Discipline) Rules, 1973.
(2) Before passing an order under sub-section (1), the competent authority shall,
(a) by order in writing, inform the accused of the action proposed to be taken in regard to
him and the grounds of the action; and
(b) give him a reasonable opportunity of showing cause against that action within seven
days or within such extended period as the competent authority may determine;
Provided that no such opportunity shall be given where the competent authority is
satisfied that in the interest of security of Pakistan or any part thereof it is not expedient to give
such opportunity:
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APPENDIX VII
Provided further that no such opportunity shall be given where the accused is dismissed
under clause (a) of sub-section(2) of section(3)(a) or where the competent authority is satisfied
for reasons to be recorded in writing that it is not reasonably practicable to give the accused an
opportunity of showing cause.
(2) Where on examination the competent authority finds that order of imprisonment or
fine is based on
(a) established charges of corruption or moral turpitude it shall pass order of dismissal from
service of the delinquent person in Government service or in corporation service to be
effective from the date of his conviction by a court of law; and
(b) charges other than corruption or moral turpitude it may, in the light of the facts and
circumstances of the case, decide as to whether it is a fit case for taking departmental
action under this Ordinance and if it so decides it may, subject to the provisions of sub-
section (2) of section 3, impose any penalty authorized by this Ordinance as it may
deem fit in the circumstances of the case.
Provided that the competent authority may, in an appropriate case, for reasons to be
recorded in writing, instead of placing such person under suspension, require him to proceed
on such leave as may be admissible to him from such date as may be specified by the
competent authority.
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APPENDIX VII
(a) communicate to the accused the charges and statement of allegations specified in the
order of inquiry passed by the competent authority;
(b) require the accused within seven days from the day the charge is communicated to him
to put in a written defence;
(c) enquire into the charge and may examine such oral or documentary evidence in
support of the charge or in defence of the accused as may be considered necessary and
the accused shall be entitled to cross-examine the witnesses against him; and
(d) hear the case from day to day and no adjournment shall be given except for special
reasons to be recorded in writing and intimated to the competent authority.
(2) Where the Inquiry Officer or as the case may be, the Inquiry Committee is
satisfied that the accused is hampering, or attempting to hamper, the progress of the inquiry he
or it shall record a finding to that effect and proceed to complete the inquiry in such manner as
he, or it, deems proper in the interest of justice.
(3) The Inquiry Officer or, as the case may be, the Inquiry Committee shall submit
his, or its, findings and recommendations to the competent authority within twenty-five days of
the initiation of inquiry.
(4) The competent authority may dispense with the inquiry under sub-section (1) if it
is in possession of sufficient documentary evidence against the accused, or for reasons to be
recorded in writing, it is satisfied that there is no need of holding an inquiry.
(5) Where a person who has entered into plea bargaining under any law for the time
being in force, and has returned the assets or gains acquired through corruption or corrupt
practices voluntarily, the inquiry shall not be ordered:
Provided that show cause notice shall be issued on the basis of such plea bargaining to
such person informing of the action proposed to be taken against him and the grounds of such
action requiring him to submit reply within fifteen days of the receipt of the notice. On receipt
of the reply, the competent authority may pass such orders as it may deem fit.
(a) to summon and enforce attendance of any person and examine him on oath;
(b) to require the discovery and production of any document;
(c) to receive evidence on affidavits; and
(d) to record evidence.
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APPENDIX VII
8. Order to be passed upon a finding.Every finding recorded by the Inquiry Officer or,
as the case may be Inquiry Committee under section 5 shall, with the recommendation
provided for in that section, be submitted to the competent authority and the competent
authority may pass such orders thereon as it may deem proper in accordance of the provisions
of this Ordinance.
Provided that where the order has been made by the Prime Minister such person may,
within the aforesaid period, submit a representation to the President.
10. Appeal. Notwithstanding anything contained in any other law for the time being
in force, any person aggrieved by any final order under section 9 may, within thirty days of the
order, prefer an appeal to the Federal Service Tribunal established under the Service Tribunals
Act, 1973 (LXX of 1973):
Provided that where a representation has been preferred under section 9 but no
decision has been received by, or communicated to, the applicant or, as the case may be,
petitioner, within a period of sixty days of its submission to the prescribed authority, he may
prefer appeal to the Service Tribunal within thirty days of the expiry of the aforesaid period.
11. Ordinance to override other laws.The provisions of this Ordinance shall have
effect notwithstanding anything to the contrary contained in the Civil Servants Act, 1973 (LXXI
of 1973), and the rules made thereunder and any other law for time being in force.
Provided that the Federal Government may, by notification in the official gazette,
exempt any class or classes of employees of a Corporation, a corporate body, authority,
statutory body or other organization or institution set up, established, owned, managed or
controlled by it or a body or organization in which it has a controlling share or interest from
the provisions of this Ordinance and such class or classes of employees shall, notwithstanding
anything contained in this Ordinance, be proceeded against and dealt with under the laws and
rules applicable to such employees before the commencement to this Ordinance.
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APPENDIX VII
14A. Indemnity.No suit, prosecution or other legal proceedings shall lie against the
competent authority or an officer or authority authorized by it for any thing which is in good
faith done or intended to be done under this Ordinance or the rules, instructions or directions
made or issued thereunder.
15. Power to make rules.The Federal Government may, by notification in the official
Gazette, make rules for carrying out the purposes of this Ordinance.
16. Removal of difficulties.If any difficulty arises in giving effect to any of the
provisions of this Ordinance, the President may make such Order, not inconsistent with the
provisions of this Ordinance, as may appear to him to be necessary for the purpose of
removing the difficulty.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VIII
An Ordinance
to determine the terms and conditions of service, the term of office and the powers, and
functions of the Auditor-General of Pakistan
And whereas the National Assembly and the Senate stand suspended in
pursuance of the Proclamation of Emergency, of the fourteenth day of October. 1999,
and the Provisional Constitution Order No. 1 of 1999; and whereas the President is
satisfied that circumstances exist which render it necessary to take immediate action;
1. Short title, extent and commencement.(1) This Ordinance may be called the
Auditor General's (Functions, Powers and Terms and Conditions of Service) Ordinance,
2001.
1. It extends to the whole of Pakistan.
2. It shall come into force on the first day of July, 2001.
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APPENDIX VIII
3. Salary, pension, etc.- The salary, pension and other terms and conditions of
service of the Auditor General shall be as provided in the Schedule to this Ordinance.
ExplanationFor the purpose of this section the term of five years in respect of
the Auditor-General holding office immediately before the commencement of this
Ordinance shall be computed from the date on which he had assumed office.
(2) The power to grant or refuse leave to the Auditor-General, and revoke or
curtail leave granted to him, shall vest in the President.
a. audit all expenditure from the Consolidated Fund of the Federation and of each
Province and to ascertain whether the moneys shown in the accounts as having
been disbursed were legally available for, and applicable to, the service or
purpose to which they have been applied or charged and whether the
expenditure conforms to the authority which governs it;
b. audit all transactions of the Federation and of the Provinces relating to Public
Accounts;
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APPENDIX VIII
c. audit all trading, manufacturing, profit and loss accounts and balance sheets and
other subsidiary accounts kept by Order of the President or of the Governor of a
Province in any Federal or Provincial department; and
d. audit, subject to the provisions of this Ordinance, the accounts of any authority
or body established by the Federation or a Province, and in each case to report
on the expenditure, transactions or accounts so audited by him.
(2) While exercising the powers conferred on him by sub-section (1), the
Auditor-General shall not have right of access to the books and accounts of any
authority or body if the law, by or under which such authority or body has been
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APPENDIX VIII
established, provides for the audit or the accounts of such authority or body by an
agency other than the Auditor-General.
(a) to inspect any office of accounts, under the control of the Federation or of
a Province or of a district, including treasuries, and such offices responsible for the
keeping of initial or subsidiary accounts;
(b) to require that any accounts, books, papers and other documents which
deal with, or form, the basis of or otherwise relevant to the transactions to which his
duties in respect of audit extend, shall be sent to such place as he may direct for his
inspection; and
(2) The officer incharge of any office or department shall afford all facilities
and provide record for audit inspection and comply with requests for information in as
complete a form as possible and with all reasonable expedition.
(3) Any person or authority hindering the auditorial functions of the Auditor
General regarding inspection of accounts shall be subject to disciplinary action under
relevant Efficiency and Discipline Rules, applicable to such person.
15. Audit of companies and corporations established in the public sector.---(1) The
Auditor General shall perform functions and exercise powers in relation to the audit
including supplementary audit of the accounts of the public sector companies in
accordance with the provisions of the Companies Ordinance, 1984 (XLVII of 1984).
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APPENDIX VIII
(2) The duties and powers of the Auditor General in relation to the audit of
the accounts of corporations (not being companies) established by, or under, law shall
be performed and exercised by him in accordance with the provisions of the respective
laws.
(3) The Governor of a Province or the district authority may, where he is of
opinion that it is necessary in the public interest so to do, request the Auditor General
to audit the accounts of a corporation established under provincial law and where such
request has been made, the Auditor-General shall audit the accounts of such
corporation and shall have, for the purposes of such audit, right of access to the books
and accounts of such corporation.
19. Budgetary provisions.The Auditor-General shall have the full powers to incur
expenditures within the budgetary provisions.
21. Power to make rules.-The President may by notification in the official Gazette
make rules for carrying out the purpose of this Ordinance.
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APPENDIX VIII
23. Repeal.The Pakistan (Audit and Accounts) Order. 1973 (P.O. 21 of 1973), is
hereby repealed.
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APPENDIX VIII
THE SCHEDULE
[See section 3]
(a) paid a salary which is twenty per cent higher than the maximum salary
payable to an officer in Basic Pay Scale 22;
(c) paid, for each completed year of service, a pension at the rate of twelve
thousand rupees per annum :
Provided, that a person entering into the office of Auditor- General of Pakistan
who was previously under Government service, shall stand retired from Government
service and shall be entitled to pension earned during that service;
Provided also that the Auditor-General holding office immediately before the
commencement of this Ordinance may opt for the provisions of the Pakistan (Audit and
Accounts Order) 1973 (P.O. ,21. of 1973) pertaining to, pension, leave, retirement from
service, or entitlements if they are more favourable to him and provisions of the said
Order shall accordingly apply.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX VIII
The following Ordinance made by the President is hereby published for general
information;-
An Ordinance
to provide for separation of accounting functions and appointment of Controller
General of Accounts.
AND WHEREAS the National Assembly and the Senate stand suspended in
pursuance of the Proclamation of Emergency of the fourteenth day of October, 1999,
and the Provisional Constitution Order No. 1 of 1999;
AND WHEREAS the President is satisfied that circumstances exist which render
it necessary to take immediate action;
1. Short title, extent and commencement;- (1) This Ordinance may be called the
Controller General of Accounts (Appointment, Functions and Powers) Ordinance, 2001.
(3) It shall come into force on the first day of July, 2001.
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APPENDIX VIII
(d) Finance Accounts means the accounts exhibiting annual receipts and
disbursements as well as balances of assets and liabilities of the Federal Government as
on the thirtieth June of a financial year.
(a) to prepare and maintain the accounts of the Federation, the Provinces
and district governments in such forms and in accordance with such methods and
principles as the Auditor-General may, with the approval of the President, prescribe
from time to time;
(b) to authorize payments and withdrawals from the Consolidated Fund and
Public Accounts of the Federal and Provincial Governments against approved
budgetary provisions after pre-audited checks as the Auditor-General may, from time to
time, prescribe;
(d) to lay down the principles governing the internal financial control for
Government departments in consultation with the Ministry of Finance and the
Provincial Finance departments as the case may be.
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APPENDIX VIII
(h) develop and maintain an efficient system of pension, provident funds and
other retirement benefits in consultation with the concerned Government;
(j) to prescribe syllabus, standards and provide facilities for the training of
officers and staff under his administrative control.
6. Certain offices to work under the control of the Controller General:- (1) The
Controller General shall have such offices at the Federal, Provincial and district levels
and such officers working in these offices as may be notified for this purpose by the
Federal Government and the respective Provincial Government.
(2) Until such time the offices of the Controller General specified in sub-
section (1) are notified the following accounting organizations shall work under the
Controller General, namely:-
(a) the Accountant General of Pakistan Revenues and its sub-offices;
(b) the Military Accountant General and its sub-offices;
(c) the Offices of the Provincial Accountants General of each Province
and the offices subordinate to them;
(d) the Chief Accounts Officers of the departmentalized accounting
offices; and
(e) any other departmentalized accounting organizations as well as
their sub-offices.
(3) The Controller General shall be the administrative head of all the offices
subordinate to him with full authority for transfer and posting within his organization.
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APPENDIX VIII
officers subordinate to him, and from the accounts kept and maintained by other
entities, including self-accounting entities, the Controller General shall-
(a) prepare each year the appropriation and finance accounts and such other
accounts as may be prescribed by rules for submission to the Auditor-General on such
dates as may be specified by him;
(b) prepare and submit to the Auditor-General for each financial year a
Consolidated and General Financial Statement incorporating the summary of the
accounts of the Federation, all provinces and district authorities. The Auditor General,
after authentication, shall forward the same to the Federation, all provinces and district
authorities;
(c) prepare and submit to the Federal, the respective Provincial Governments
and the Auditor General statements and summaries of monthly or quarterly accounts as
on such formats as may be prescribed by rules.
8. All accounting offices to assist and afford facilities:- All Accounting Offices shall
afford all necessary facilities for efficient discharge and functioning of the office of
Controller General.
11. Power to make rules: - The Federal Government may, by notification in the
official Gazette make rules for carrying out the purposes of this Ordinance.
12. Power to make regulations: - The Controller General may with the previous
approval of the Federal Government by the notification in the official Gazette, make
such regulations not inconsistent with the provisions of this Ordinance and the rules
made hereunder as he may consider necessary or expedient for carrying out the
purpose of this Ordinance.
13. Removal of difficulties: - If any difficulty arises in giving effect to any provisions
of this Ordinance, the President may make such Order not inconsistent with the
provisions of this Ordinance as may appear to him to be necessary for the purpose of
removing the difficulty.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IX
PART I - GENERAL
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APPENDIX IX
(2) The method of appointment and the qualifications and other conditions
applicable to a post shall be as laid down by the Ministry or Division concerned in
consultation with the Establishment Division.
(ii) fulfils the prescribed qualifications and the conditions for initial
appointment to the post in the relevant rules except the condition relating to
prescribed experience, the appointing authority may, for reasons to be recorded
in writing, relax the requirement of educational qualifications or, as the case
may be, the prescribed experience.
(2) Each such Committee shall consist of at least three members one of whom
shall be appointed Chairman.
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APPENDIX IX
TABLE
TABLE
S.
Name of Department Basic pay scale of posts Appointing Authority
No.
1 2 3
(1) Pakistan Audit (i) 17 to 19 or equivalent. Auditor-General of Pakistan.
Department and Officers An officer notified by the
(ii) 16 or equivalent.
of Inter-Departmental Auditor-General of Pakistan.
Cadre of Pakistan Audit
& Accounts Group (iii) 3 to 15 or equivalent. An officer notified by the
Auditor-General of Pakistan.
(iv) 1 to 2 or equivalent. An officer notified by the
Auditor-General of Pakistan.
(2) Intelligence Bureau (i) 17-19 or equivalent Director-General Intelligence
Bureau.
(ii) 1-16 or equivalent Officer(s) notified by the
Director General, Intelligence
Bureau.
(3) Secretariat Training Posts in BPS 1 to 16 or Director, Secretariat Training
Institute equivalent Institute Islamabad.
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APPENDIX IX
7-A. (1) The Competent Authority may approve the promotion of an officer
or official from the date on which the recommendation of the Central Selection Board
or, as, the case may be, the Departmental Promotion Committee was made.
8. Only such persons as possess the qualifications and meet the conditions
laid down for the purpose of promotion or transfer to a post shall be considered by the
Departmental Promotion Committee or the Central Selection Board, as the case may be.
8-A. No promotion on regular basis shall be made to posts in basic pay scales
17 to 22 and equivalent unless the officer concerned has completed such minimum
length of service, attended such training and passed such departmental examination, as
may be prescribed from time to time.
(2) [Omitted]
(3) In the case of a post in basic pay scales 17 to 22 and equivalent, reserved
under the rules to be filled by initial appointment, where the appointing authority is
satisfied that no suitable officer drawing pay in basic pay scale in which the post exists
is available in that category to fill the post and it is expedient to fill the post, it may
appoint to that post on acting charge basis the most senior officer otherwise eligible for
promotion in the organization, cadre or service, as the case may be, in excess of the
promotion quota.
Page 4 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IX
(4) Acting charge appointment shall be made against posts which are likely
to fall vacant for a period of six months or more. Against vacancies occurring for less
than six months, current charge appointment may be made according to the orders
issued from time to time.
(7) Acting charge appointment shall not confer any vested right for regular
promotion to the post held on acting charge basis.
10. Initial appointment to the All-Pakistan Services, the Civil Services of the
Federation and posts in connection with the affairs of the Federation in basic pay scales
16 & above or equivalent, except those which under the Federal Public Service
Commission (Functions) Rules, 1978, do not fall within the purview of the Commission,
shall be made on the basis of tests and examinations to be conducted by the
commission.
Page 5 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IX
12-A. Alteration in the date of birth.The date of birth once recorded at the time
of joining government service shall be final and thereafter no alteration in the date of
birth of a civil servant shall be permissible.
Provided that this requirement may be relaxed with the approval of the
Establishment Division:
(i) All posts in basic pay scales 16 and above and equivalent.
(ii) Posts in basic pay scales 3 to 15 and equivalent] in offices, which serve the
whole of Pakistan:
Provided that if no suitable person holding the domicile of the Province or
Region to which a vacancy has been earmarked and fulfilling the prescribed
qualifications is found even after the vacancy has been advertised twice, the appointing
authority may fill up the vacancy on open merit on contract in the following
manner, namely:-
(i) contract appointment shall be made initially for a period of one year, and
if the post falls under the purview of the Federal Public Service
Commission, the Commission shall be informed about contract
appointment;
(ii) if nomination is not received from the Federal Public Service Commission
within one year, contract appointment may in the public interest be
extended for another one year; and
(iii) the Federal Public Service Commission shall ensure that the nominations
of the qualified candidates are made within a period of two years. If
Federal Public Service Commission does not find a suitable candidate, it
shall advise the appointing authority, for the extension in the contract.
16. Vacancies in posts in basic pay scales 1 and 2 and equivalent shall
ordinarily be filled on local basis.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX IX
17. A candidate for appointment must be in good mental and bodily health
and free from any physical defect likely to interfere with the discharge of his duties. A
candidate who after such medical examination as Government may prescribe is found
not to satisfy these requirements, shall not be appointed.
18. When under the Federal Public Service Commission (Functions) Rules,
1978, a post is required to be filled through the Commission, the appointing authority
shall forward a requisition to the Commission on a prescribed form immediately. In
exceptional cases, ad hoc appointment may, however, be made for a period of six
months or less with prior clearance of the Commission as provided in rule 19.
20. Short term vacancies in the posts falling within the purview of the
Commission and vacancies occurring as a result of creation of temporary posts for a
period not exceeding six months, may be filled by the appointing authority otherwise
that through the Commission on a purely temporary basis after advertising the vacancy.
PART V - PROBATION
(2) The period of probation may be curtailed for good and sufficient reasons,
to be recorded, or, if considered necessary, it may be extended for a period not
exceeding one year as may be specified at the time of appointment.
(4) If no order is issued under sub-rule (3), on the expiry of the first year of
probation period, the period of probation shall be deemed to have been extended
under sub-rule (2): Provided that, subject to the provisions of proviso to sub-section (2)
of section 6 of the Civil Servants Act, 1973 in the absence of an order under sub-rule
(3), the period of probation shall, on the expiry of the extended period under sub-rule
(2), be deemed to have successfully been completed.
Page 7 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
RULES FOR EXAMINATION QUALIFYING FOR PROMOTION TO THE RANK OF ASSISTANT ACCOUNTS OFFICERS INCLUDING INSPECTORS OF
COACHING AND GOODS ACCOUNTS, INSPECTORS OF STORES ACCOUNTS AND DIVISIONAL PAY MASTERS
1 The examination will be held once each year in the month of November and will be conducted by the Member Finance. The subjects of the
examination are given below.
2 Proposed revised syllabus of SRAS (Part-I &II) examinations, in order to upgrade its standard up to the SAS (new syllabus) and PIPFA (Pakistan
Institute of Public and Finance Accountants, in pursuance of Chapter V of Auditor Generals MSO notified under letter no. 109-HR/ATC dated 23-4-
2001.
SRAS PART - I
S.
Proposed Papers Contents Marks Recommended Books / Studies
NO.
1 Paper-I
Business Communication i) Principles of applied grammar 20 Functional English
and Behavioural Studies. Name of Books Author
Management English Course book K.E. Rowlands
ii) Public sector correspondence & Business Communication today Courtlan L Bovee John V Thill
40
Report writing Functional English Blundbell Hlggens, middlemiss
Management (Hodges)
Notes prepared by HRM Wing of Auditor General
iii) Inter personal skills & Inter-Personal Skills
20
Behavioural Sciences The inter-personal Communication Book Joseph A-Devito
iv) Organization & Methods 20 Interplay: The process of Interpersonal Ronald B-Adler Lawerance B -
Communication (3rd Edition) Rosenfelo.
Interpersonal Communication Prof. William Heney
Total Weightage 100 Behavioural Sciences
Organizational Behaviour (3rd Edition) Fred Luthans
Management and Organizational Behaviour Laurie j. Muiins
Page 1 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
S.
Proposed Papers Contents Marks Recommended Books / Studies
NO.
2 Paper-II
Advance Commercial i) Accounts Cycle 20 Principles of Accounting Prof. M.A. Ghani
Booking Keeping ii) Journal Ledger, Trial Balance,
Sub Division of Journal & Booking 10
Transactions.
iii) Final Accounts including
Adjustments & provision for Bad 20
Debts
iv) Companies Account &
20
Partnership Account
v) Capital & Revenue Account &
10
Rectification of Errors
vi) Depreciation (all Methods) 20
Page 2 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
S.
Proposed Papers Contents Marks Recommended Books / Studies
NO.
Economics:
Economics K.K. Dewett
Economics: International Studies Edition Paul A.L Semueison
Introductory Economics, Fourth Edition G D Stanlak
Economics: 2nd Edition David Begg
Page 3 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
S.
Proposed Papers Contents Marks Recommended Books / Studies
NO.
5 Paper-V
Railway Accounting i) Organization & Function of Accounts code vol-l
20
(Theoretical) Railway Accounts department Federal Treasury rules
ii) Rules & Procedure followed in Pay office Manual
Railway Accounts Department
30
including scope, method of internal
check.
iii) Payment system of Pakistan Banking Law & Practice
Railways including treasury rules of 30
Federal Govt.
IV) Banking Law & Practice 20 General code vol-l
iv) Profit & Loss Accounts balance b) Books and Budget Manual
sheet of Pakistan Railways 20
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
RULES FOR EXAMINATION QUALIFYING FOR PROMOTION TO THE RANK OF ASSISTANT ACCOUNTS OFFICERS INCLUDING INSPECTORS
OF COACHING AND GOODS ACCOUNTS, INSPECTORS OF STORES ACCOUNTS AND DIVISIONAL PAY MASTERS
S.
Proposed Papers Contents Marks Recommended Book/Studies
NO.
1 Name of Books Authors
Paper-I i) Cost Concepts & Costing methods 40 Cost Accounting Charles. Horngren
(Cost Accounting) a) Accounting for Material Cost Accounting Matz, Curry. Frand & Khan
Page 5 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
S.
Proposed Papers Contents Marks Recommended Book/Studies
NO.
3 Paper-III
Revenue I).Procedure followed at Railway Stations Accounts code voI-II
Accounting for Booking of coaching, goods and other 30 Traffic code
traffic including system of cash collection. Commercial Manual
Coaching & Goods Tariff
ii) Procedure followed in Traffic Accounts Military Tariff
Branch for Checking of returns received 30
from stations
iii) Inspection of station accounts 20 Manuals of I.A.ICG, Balance Sheet, Coaching
iv) Dry port account & Traffic books 20 Goods and A &AR sections of T.A Branch
Page 6 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX X
S.
Proposed Papers Contents Marks Recommended Book/Studies
NO.
5 Paper-V
General Expenditure i) System followed in Civil Engineering, Engineering Code
& Construction Electrical, Signal and Telecom Deppts. For Way & Works Manual
Accounts estimation, tendering and Execution of 20 Manual of X Section
ii) Role of Finance, Accounts and Internal General Code Vol-I
Audit with reference to (i) above
20
iii) Initial Accounts of open line and line Accounts Code Vol-I
under construction. 20
iv) Maintenance of subsidiary accounts
record. 20
v) Procedure for execution of Misc. works
such as deposit works & Assisted sidings,
etc. 20
Page 7 of 7
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XI
In exercise of the powers conferred by section 25 of the Civil Servants Act, 1973
(LXXI of 1973), read with section 8 thereof, the President is pleased to make the
following rules, namely:
1. Short title, application and commencement.(1) These rules may be called the
Civil Servants (Seniority) Rules, 1993.
(2) They shall apply to all civil servants except those governed under:
(i) the Police Service of Pakistan (Composition Cadre and Seniority) Rules,
1985;
(b) the date of his joining the post after being recommended by the
selection authority if he was not already holding the same post.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XI
Provided that
(a) Civil servants selected for promotion to higher posts on an earlier date shall
be senior to those selected for such promotion on a later date;
(b) Civil servants selected for promotion to higher posts in one batch shall on
their promotion to the higher post, retain their inter se seniority as in the lower post; and
(c) Civil servants eligible for promotion who could not be considered for
promotion in the original reference in circumstances beyond their control or whose
case was deferred while their juniors were promoted to the higher post, shall, on
promotion, without supersession, take their seniority with the original batch.
Provided that
(a) persons belonging to the same service, cadre or post selected for appointment
by transfer to a service, cadre or post in one batch shall, on their appointment, take
inter se seniority in the order of their date of regular appointment in their previous
service, cadre or post; and
Provided that the officers inducted in one batch shall, on induction, retain their
inter se seniority as in the Armed Forces of Pakistan.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XI
(i) the Police Service of Pakistan (Composition, Cadre and Seniority) Rules, 1985;
(ii) the Occupational Groups and Services (Probation, Training and Seniority)
Rules, 1990; and
Page 3 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XII
This list of Registers mentioned below is not to be taken as exhaustive. Any other
Registers which may be maintained in the Accounts Office should be submitted to
Branch Officers at such intervals as have been prescribed in any extant code or as may
be prescribed by the Financial Advisor and Chief Accounts Officer.
Minimum period
that should
No. Name of Register. Form No. elapse between Remarks
each period of
scrutiny.
1 Cashiers Cash Book. A906.. Daily
Daily Abstract of Cash Transactions.. A 1103 & A ,,
2
1104
3 Pay Masters Cash Book .. A 941.. ,,
4 Register of Bills.. A204 .. Monthly
5 Revenue Allocation Registers .. A 1112.. ,,
6 Register of Bills Recoverable.. A222.. ,,
7 Invoice Distribution Statement S 945 ,, Deleted
8 Sales Register .. S 2722 .. ,,
9 Supplier ledger .. S 2809 ,,
10 Register of Currency Notes.. . ,,
11 Sectional Pay Masters Cash Book.. A 947 .. ,,
12 Registers of Earnings .. A 1112.. ,,
13 Registers of Principal Commodities . ,,
14 Registers of Train-Kilometres .. . ,,
Registers of Vehicle-Kilometres . ,,
15
(ordinary)
16 Registers of Vehicle-Kilometres (Misc.) . ,,
17 Objection Book.. A 356 .. ,,
18 Register of Transfer Certificate A 1416 ,,
Outward, Inward
19 Scale Check Register .. A 605 .. ,,
20 Salary Check Register .. A 613.. ,,
21 Cadre Register .. A 523 .. ,,
22 Register of Capital Expenditure. E 1776 .. ,,
23 Register of Control Accounts A 1120 .. ,,
24 Register of Control Accounts .. A 1120 .. ,,
25 Monthly Classified Abstract of Cash A 1106 .. ,,
Transactions.
26 Journal .. A 1107 .. ,,
27 Ledger A 1110.. ,,
Page 1 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XII
Minimum period
that should
No. Name of Register. Form No. elapse between Remarks
each period of
scrutiny.
28 Progress Reports of Work.. . ,,
29 Register of expenditure in England . ,, Deleted
30 Register of detailed Estimates.. . ,,
31 Provident Fund Check Sheets.. A 1350.. Monthly
32 Traffic Book .. A 2803, A ,,
2826 & A
2834.
33 Registers of Imprests .. . ,,
34 Register of Workshop Labour W 1623 ,, Deleted
35 Register of charges for land .. E 1349 .. ,,
36 Accounts Office Balance Sheet .. A 2542 .. ,,
37 Register of vouchers selected for . ,,
arithmetical check
38 Adjustment Book .. E 1425 .. ,,
39 Sub-Registers .. A1140 & ,,
A1141
40 Register of Cash Bags .. A 916 .. Quarterly
41 Register of Works .. E 1764 .. ,,
42 Register of Unaccounted for Traffic A 2214 .. ,,
To-pay Goods
43 Register of unaccounted for Traffic A 2214 ,,
Paid (Goods)
44 Register of Unaccounted for Traffic A 2139 .. ,,
To-pay (Coaching)
45 Register of Unaccounted for Traffic A 2123 .. ,,
Paid (Coaching)
46 Register of Rentable Land, Buildings, . ,,
etc.
47 Register of Unit-distance of Passenger . Half yearly
traffic and Tonne-kilometres of other
Coaching Traffic.
48 Register of Station-to-station Goods . ,,
traffic Tonne and Unit-Distance of
Goods Traffic.
49 Register of Outward Traffic at Stations . ,,
..
50 Register of General Provident Fund A 1361 .. Yearly.
Closed Accounts.
Page 2 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XII
Minimum period
that should
No. Name of Register. Form No. elapse between Remarks
each period of
scrutiny.
51 List of Unpaid Wages.. A 952 .. Whenever a
payment Order
is passed.
52 List of Writes-off on the authority of . Each entry to be
Financial Adviser and Chief Accounts initialled.
Officer and the General Manager.
53 List of Paper Securities .. A 1709 .. Whenever a
fresh entry is
made.
Page 3 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
The list below is not exhaustive. In the case of records not mentioned in the list, the
Financial Adviser and Chief Accounts Officer may, after consultation with the General
Manager, prescribe the periods for preservation.
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
T 307 Indent for passengers ticket . . 2
Page 1 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
T 1206 Abstract of Parcels forwarded (Local) 2
Page 2 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.... Junction Return of Foreign wagons 1
received and forwarded.
Page 3 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
A2803, Traffic Book . . .. .. 5
2819 2820
& 2826
A 2834 . Summary of Traffic Book for journal 5
entry.
Page 4 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
G 1645 . Memo of Difference in Pay Bill .. 15
Page 5 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
Page 6 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.. Schedule of amounts to be recovered 3
from employees.
A 1107 . Journal .. .. .. 15
A 1110 . Ledger .. .. .. 15
Page 7 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.. Allocation statements of Revenue 10
expenditure.
.. Statement of differences .. 1
Page 8 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.. Daily report of receipt of stores (Loose 2
sheets).
Page 9 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.. Request Note Book ..
Page 10 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIII
Number of
complete
Form No. Particulars account Remarks
years to be
preserved
1 2 3 4
.. Register of Inward Traffic at stations 3
.. Guards Report .. .. 1
Page 11 of 11
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
1. Short title, application and commencement.- (1) These rules may be called the
Revised Leave Rules, 1980.
(2) They shall apply to all civil servants other than those who were employed
before the first day of July, 1978, and opted not to be governed by the Revision of
Leave Rules issued under the Finance Division's Office Memorandum No.F.1(2)-
Rev.I/78, dated the 21st September, 1978.
2. When leave earned.- (1) All service rendered by a civil servant qualifies him to
earn leave in accordance with these rules but shall not be earned during the period of
leave.
(2) Any period spent by a civil servant in foreign service qualifies him to earn
leave provided that contribution towards leave salary is paid to the Government on
account of such period.
3. Earning and accumulation of leave.- (1) A civil servant shall earn leave only on
full pay which shall be calculated at the rate of four days for every calendar month of
the period of duty rendered and credited to the leave account as "Leave on Full Pay",
duty period of fifteen days or less in a calendar month being ignored and those of more
than fifteen days being treated as a full calendar month for the purpose.
(2) If a civil servant proceeds on leave during a calendar month and returns
from it during another calendar month and the period of duty in either month is more
than fifteen days, the leave to be credited for both the incomplete months shall be
restricted to that admissible for one full calendar month only.
(a) When he avails himself of full vacation in a calendar year ___________ at the
rate of one day for every calendar month of duty rendered;
(b) When during any year he is prevented from availing himself of the full
vacation _______ as for a civil servant in a non-vacation department for that
year; and
Page 1 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(c) When he avails himself of only a part of the vacation _______ as in (a) above
plus such proportion of thirty days as the number of days of vacation not taken
bears to the full vacation.
5. Leave on full pay.- The maximum period of leave on full pay that may be
granted at one time shall be as follows:-
plus
Note.- Under the Prescribed Leave Rules, 1955, leave on half average pay could be
converted into leave on full pay on the strength of Medical Certificate up to a maximum of
twelve months in terms of leave on full pay in the whole service. The account of this kind of
leave was separately maintained in column 14 (a) of the leave account under the said Rules.
Such leave availed of by the civil servants before the introduction of these rules, shall be
debited against the maximum limit of 365 days fixed under this rule.
6. Leave on half pay.- Leave on full pay may, at the option of the civil servant, be
converted into leave on half pay, the debit to the leave account will be at the rate of
one day of the former for every two days of the latter, fraction of one-half counting as
one full day's leave on full pay.
(2) The request for conversion of leave referred to in sub-rule (1) shall be
specified by the civil servant in his application for the grant of leave.
(3) There shall be no limit on the grant of leave on half pay so long as it is
available by conversion in the leave account.
8. Carry forward of existing leave.- All leave at credit in the account of a civil
servant on the first day of July, 1978, shall be carried forward and expressed in terms of
leave on full pay and the leave account in such cases shall, with effect from the first day
of July, 1978, or, in the case of a civil servant who was on leave on that date, with
effect from the date of his return from leave, be recast as under:-
Page 2 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
9. Extraordinary leave (leave without pay).- (1) Extraordinary leave without pay
may be granted on any ground upto a maximum period of five years at a time, provided
that the civil servant to whom such leave is granted has been in continuous service for a
period of not less than ten years, and, in case a civil servant has not completed ten
years of continuous service, extraordinary leave without pay for a maximum period of
two years may be granted at the discretion of the head of his office:
Provided that the maximum period of five years shall be reduced by the period
of leave on full pay or half pay, if granted in combination with the extraordinary leave.
Provided that such leave shall not be admissible to a civil servant in a vacation
department.
11. Leave not due.- (1) Leave not due may be granted on full pay, to be offset against
leave to be earned in future, for a maximum period of three hundred and sixty-five days
in the entire period of service, subject to the condition that during the first five years of
service it shall not exceed ninety days in all.
(3) Such leave shall be granted only when there are reasonable chances of
the civil servant resuming duty on the expiry of the leave.
(4) Such leave shall be granted sparingly and to the satisfaction of the
sanctioning authority.
12. Special leave.- (1) A female civil servant, on the death of her husband, may be
granted special leave on full pay, when applied for a period not exceeding one hundred
and thirty days.
Page 3 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(3) Such leave shall commence from the date of death of her husband and
for this purpose she will have to produce death certificate issued by the competent
authority either alongwith her application for special leave or, if that is not possible, the
said certificate may be furnished to the leave sanctioning authority separately.
13. Maternity leave.- (1) Maternity leave may be granted on full pay, outside the
leave account, to a female civil servant to the extent of ninety days in all from the date
of its commencement or forty-five days from the date of her confinement, whichever be
earlier.
(2) Such leave may not be granted for more than three times in the entire
service of a female civil servant except in the case of a female civil servant employed in
a vacation department who may be granted maternity leave without this restriction.
(3) For confinements beyond the third one, the female civil servant would have
to take leave from her normal leave account.
(4) The spells of maternity leave availed of prior to the coming into force of
these rules shall be deemed to have been taken under these rules.
14. Disability leave.- (1) Disability leave may be granted, outside the leave account
on each occasion, up to a maximum of seven hundred and twenty days on such
medical advice as the head of office may consider necessary, to a civil servant, other
than a seaman or a civil servant in part-time service, disabled by injury, ailment or
disease contacted in course or in consequence of duty or official position.
(2) The leave salary during disability leave shall be equal to full pay for the
first one hundred and eighty days and on half pay of the remaining period.
15. Leave ex-Pakistan.- (1) Leave ex-Pakistan may be granted on full pay to a civil
servant who applies for such leave or who proceeds abroad during leave, or takes leave
while posted abroad or is otherwise on duty abroad, and makes a specific request to
that effect.
Page 4 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(3) The leave pay shall be payable in Sterling if such leave is spent in Asia
other than Pakistan and India.
(4) Such leave pay shall be payable for the actual period of leave spent
abroad subject to a maximum of one hundred and twenty days at a time.
(5) The civil servants appointed after the 17th May, 1958, shall draw their
leave salary in rupees in Pakistan irrespective of the country where they spend their
leave.
(6) Leave ex-Pakistan will be regulated and be subject to the same limits and
conditions as prescribed in rules 5, 6 and 9.
16. Leave preparatory to retirement.- (1) The maximum period up to which a civil
servant may be granted leave preparatory to retirement shall be three hundred and
sixty-five days.
(2) Such leave may be taken, subject to availability, either on full pay, or
partly on full pay and partly on half pay, or entirely on half pay, at the discretion of the
civil servant.
(3) An officer of BPS-21 or BPS-22 who, on or after the 19th day of February,
1991, opts to retire voluntarily after he has completed twenty-five years of service
qualifying for pension may be granted leave preparatory to retirement equal to entire
leave at his credit in his leave account on full pay or till the date on which he
completes the sixtieth years of his age, whichever is earlier:
Provided that such officer shall not be entitled to conversion of leave preparatory
to retirement on full pay under rule 6 into leave on half pay.
(2) Such leave can be refused partly and sanctioned partly but the cash
compensation shall be admissible for the actual period of such leave so refused not
exceeding one hundred and eighty days.
(3) The payment of leave pay in lieu of such refused leave may be made to
the civil servant either in lump-sum at the time of retirement or may, at his option, be
drawn by him month-wise for the period of leave so refused.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(4) For the purpose of lump-sum payment in lieu of such leave, only the
"Senior Post Allowance" will be included in "Leave Pay" so admissible.
18. Power to refuse leave preparatory to retirement, etc.- (1) Ordinarily, leave
preparatory to retirement shall not be refused.
(2) All orders refusing leave preparatory to retirement to a civil servant and
recalling civil servant from leave preparatory to retirement shall be passed only by the
authorities specified below:
(3) The authorities specified in sub-rule (2) shall not delegate these powers to
any other authority.
18-A. Encashment of leave preparatory to retirement.- (1) A civil servant may fifteen
months before the date of superannuation or thirty years qualifying service on or after
the 1st July, 1983, at his option, be allowed to encash his leave preparatory to
retirement if he undertakes in writing to perform duty in lieu of the whole period of
three hundred and sixty-five days or lesser period which is due and admissible.
Provided that a civil servant who does not exercise the option within the
specified period shall be deemed to have opted for encashment of LPR.
(2) In lieu of such leave, leave pay may be claimed for the actual period of such
leave subject to a maximum of one hundred and eighty days.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(3) If at any time during such period leave is granted on account of ill health
supported by medical certificate or for performance of Haj, the amount of cash
compensation on account of leave pay shall be reduced by an amount equal to the
leave pay for half the period of leave so granted, for example, if an employee who has
opted for encashment of such leave, has taken sixty days leave, his cash compensation
equal to thirty days leave shall be forfeited.
(4) The civil servant shall submit the option to the authority competent to
sanction leave preparatory to retirement, who shall accept the option and issue formal
sanction for the payment of cash compensation.
(a) the rate of leave pay shall be the rate admissible at the time the
leave pay is drawn,
(b) the leave pay may be drawn at any time for the period for which
duty has already been rendered; and
(c) only the "Senior Post-Allowance" will be included in the leave pay
as admissible.
19. In-service death, etc. - (1) In case a civil servant dies, or is declared permanently
incapacitated for further service by a Medical Board, while in service, a lump-sum
payment equal to leave pay up to one hundred and eighty days out of the leave at his
credit shall be made to his family as defined for the purposes of family pension or, as
the case may be, to the civil servant.
(2) For the purpose of lump-sum payment under sub-rule (1), only the "Senior
Post Allowance" will be included in the leave pay" so admissible".
20. Reasons need not be specified, etc.- (1) It shall not be necessary to specify the
reasons for which leave has been applied so long as that leave is due and admissible to
a civil servant.
21. Leave when starts and ends.- Instead of indicating whether leave starts or ends in
the forenoon or afternoon, leave may commence from that day following that on which
a civil servant hands over the charge of his post and may end on the day preceding that
on which he resumes duty.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
22. Recall from leave, etc.- (1) If a civil servant is recalled to duty compulsorily with
the personal approval of the head of his office from leave of any kind that he is
spending away from his headquarters, he may be granted a single return fare plus daily
allowance as admissible on tour from the station where he is spending his leave to the
place where he is required to report for duty.
(2) In case the civil servant is recalled to duty at headquarters and his
remaining leave is cancelled, the fare then admissible shall be for one way journey
only.
(3) If the return from leave is optional, the civil servant is entitled to no
concession.
23. Overstayal after sanctioned leave, etc.- (1) Unless the leave of a civil servant is
extended by the head of his office, a civil servant who remains absent after the end of
his leave shall not be entitled to any remuneration for the period of such absence, and
without prejudice to any disciplinary action that may be taken against him, double the
period of such absence shall be debited against his leave account.
(2) Such debit shall, if there is insufficient credit in the leave account, be
adjusted against future earning.
24. Any type of leave may be applied.- A civil servant may apply for the type of
leave which is due and admissible to him and it shall not be refused on the ground that
another type of leave should be taken in the particular circumstances, for example, a
civil servant may apply for extraordinary leave or leave on half pay even if leave on full
pay is otherwise due and admissible to him, or he may, proceed on extraordinary leave
followed by leave on half pay and full pay rather than that on full pay, half pay, and
without pay.
25. Combination of different types of leave, etc.- One type of leave may be
combined with joining time or with any other type of leave otherwise admissible to the
civil servant:
Provided that leave preparatory to retirement shall not be combined with any
other kind of leave.
26. Civil servant on leave not to join duty without permission before its expiry.-
Unless he is permitted to do so by the authority which sanctioned his leave, a civil
servant on leave may not return to duty before the expiry of the period of leave granted
to him.
27. Leave due may be granted on abolition of post, etc.-(1) When a post is
abolished, leave due to the civil servant, whose services are terminated in consequence
thereof, shall be granted without regard to the availability of a post for the period of
leave.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(2) The grant of leave in such cases shall, so long as he does not attain the
age of superannuation, be deemed automatically to have also extended the duration of
the post and the tenure of its incumbent.
28. Manner of handing over charge when proceeding on leave, etc.- (1) A civil
servant proceeding on leave shall hand over the charge of his post, and if he is in Grade
16 and above, he shall, while handing over charge of the post sign the charge
relinquishment report.
(2) If leave ex-Pakistan has been sanctioned on medical grounds, the civil
servant shall take abroad with him a copy of the medical statement of his case.
29. Assumption of charge on return from leave, etc.- (1) A civil servant, on return
from leave, shall report for duty to the authority that sanctioned his leave and assume
charge of the post to which he is directed by that authority unless such direction has
been given to him in advance.
(2) In case he is directed to take charge of a post at a station other than that
from where he proceeded on leave, travel expenses as on transfer shall be payable to
him.
30. Accounts offices to maintain leave account. (1) Leave account in respect of a
civil servant shall be maintained as part of his service book.
(2) The accounts offices shall maintain the leave accounts of civil servants of
whom they were maintaining the accounts immediately before the coming into force of
these rules.
31. Leave to lapse when civil servant quits service.- All leave at the credit of a civil
servant shall lapse when he quits service.
32. Pay during leave.- (1) Leave pay admissible during leave on full pay shall be the
greater of:-
(a) the average monthly pay earned during the twelve complete months
immediately preceding the month in which the leave begins; and
(b) the rate equal to the rate of pay drawn on the day immediately before the
beginning of the leave.
(2) When leave on half pay is taken, the amounts calculated under clauses
(a) and (b) of sub-rule (1) shall be halved to determine the greater of the two rates.
(3) A civil servant shall be entitled to the leave pay at the revised rate of pay
if a general revision in pay of civil servants takes place or an annual increment occurs
during the period of leave of the civil servant.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
33. Departmental leave.- (1) Departmental leave may be granted to civil servants
drawing pay in Grade 1 to 9 in the National Pay Scales and serving in the Survey of
Pakistan or in any such other department as may be notified by the Finance Division on
the conditions laid down in this rule.
(2) Departmental leave may be granted only to a civil servant whose services
are temporarily not required and no leave other than leave-not-due is admissible.
(3) A subsistence allowance at such rate as the officer granting the leave may
think fit but not exceeding half pay may be granted during departmental leave.
(4) The allowance shall be payable only on return to and resumption of duty
after the expiration of the leave, whether taken by itself or combined with departmental
leave without pay:
Provided that if a civil servant dies while on departmental leave, the amount of
allowance, if any, otherwise admissible upto date of his death shall be paid to his heirs.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
(11) Departmental leave may be combined with any other kind of leave which
may be due.
34. Sick leave to a seaman.- A civil servant serving as an officer, warrant officer or
petty officer on a government vessel may, while undergoing medical treatment for
sickness or injury, either on his vessel or in hospital, be granted leave on full pay,
outside his leave account, for a period not exceeding forty-five days by the master or
the captain of the vessel provided that the civil servant is not malingering or his ill
health is not due to such of his own actions as cause or aggravate disease or injury.
35. Leave to disabled seaman.- A civil servant referred to in rule 34 who is disabled
while performing his duty may be allowed leave on full pay for a maximum period not
exceeding ninety days on each occasion if:-
(b) the disability is not due to the civil servant's own carelessness, and
37. Quarantine leave.- (1) Quarantine leave is in the nature of extra casual leave and
a substitute shall normally not be employed during the absence of civil servant on such
leave:
Provided that where the exigencies of service are compelling, the head of the
office may employ a substitute for reasons to be recorded in writing.
(2) A civil servant may be granted quarantine leave outside his leave account
to the extent that his authorized medical attendant recommends and the period of such
leave shall be treated as duty with full pay and allowances of the post held by him at
the time of proceeding on leave.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
38. Leave application, its sanction, etc.- (1) Except where otherwise stated, an
application for leave or for an extension of leave must be made to the head of office
where a civil servant is employed and, in the case of the head of office, to the next
above administrative authority and the extent of leave due and admissible shall be
stated in the application.
(2) An audit report shall not be necessary before the leave is sanctioned.
(3) When a civil servant submits a medical certificate for the grant of leave, it
shall be by an authorized medical attendant or other registered medical practitioner in
the form attached to these rules.
(3-A). No civil servant who has been granted leave on medical certificate may
return to duty without first producing a medical certificate of fitness in the form
attached to these rules.
(4) Leave as admissible to a civil servant under these rules may be sanctioned by
the head of a Ministry, Division, Department, Office or any other officer authorized by
him to do so and, when so required, leave shall be notified in the official Gazette.
(5) In cases where all the applications for leave cannot, in the interest of
public service, be sanctioned to run simultaneously, the authority competent to
sanction leave shall, in deciding the priority of the applications, consider:-
(i) whether, and how many applicants can, for the time being, best be
spared;
(ii) whether any applicants were last recalled compulsorily from leave; and
(iii) whether any applicants were required to make adjustment in the timing
of their leave on the last occasion.
39. Hospital leave and study leave.- Subject to these rules, the provisions regarding
hospital leave and study leave contained in the Fundamental Rules and Supplementary
Rules shall apply to the civil servants.
40. Relaxation of Rules.- The Federal Government may in a case of hardship, relax
all or any of the provision of these Rules:
Provided that such relaxation shall not be less favourable to any benefit
available to a Civil Servant under these Rules.
Page 12 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
Form-I
Signature of applicant
Dated, the.........
Form-II
Page 13 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
Notes.-Items 1 to 9 must be filled in by all applicants. Item 12 applies only in the case
of Government servants of Grade 16 and above.
1. Name of applicant
2. Leave Rules applicable
3. Post held
4. Department or Office
5. Pay
6. House rent allowance, conveyance allowance or other compensatory
allowances drawn in the present post
7. (a) Nature of leave applied for
(b) Period of leave in days
(c) Date of commencement
8. Particular Rule/Rules under which leave is admissible
9. (a) Date of return from Last Leave
(b) Nature of leave
(c) Period of leave in days
Dated:-
Signature of applicant
Signature
Dated
Designation
Dated
Signature
Designation
13. Orders of the sanctioning authority certifying that on the expiry of leave the
applicant is likely to return to the same post or another post carry the compensatory
allowances being drawn by him
Dated
Signature
Designation
Page 14 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
1. This leave account will be maintained for all civil servants of the Federal
Government who were in service on the 1st July, 1978 including those who were on
leave on that date and have not opted to retain the existing leave rules and all others,
who enter service on or after 1st July, 1978.
2. All leave at credit in the account of a civil servant who was in service on the 1st
July, 1978 shall be converted in terms of leave on full pay at the following rates:
(i) L.A.P.
(ii) L.H.A.P.
4. (i) In calculating the leave earned on full pay at the rate of 4 days for every
calendar month the duty period of 15 days or less in a calendar month shall be ignored
and those of more than 15 days shall be treated as a full calendar month for the
purpose. If a civil servant proceeds on leave during a calendar month and returns from
it during another calendar month and the period of duty in either month is more than
15 days, the leave to be credited for both the incomplete months will be restricted to
that admissible for one full calendar month only. There shall be no maximum limit on
accumulation of this leave.
(ii) The provision in (i) above will not apply to a vacation department. In such
case, a civil servant may earn leave on full pay (a) when he avails himself of full
vacation in a calendar year _________________ at the rate of one day for every
calendar month of duty rendered (b) when during any year he is prevented from
availing himself of the full vacation _____________ as for a civil servant in a non-
vacation department for that year, and (c) when he avails himself of only a part of the
vacation ____________ as in (a) above plus such proportion of thirty days as the
number of days of vacation not taken bears to the full vacation.
Page 15 of 16
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIV
5. (a) Leave on full pay may be converted into leave on half pay at the option of the
civil servant; the debit to the leave account will be at the rate of one day of the former
for every two days of the latter fraction of one half counting as one full day's leave on
full pay. The request for such conversion shall be specified by the civil servant in his
application for the grant of leave.
(b) There shall be no limit on the grant of leave on half pay so long as it is
available by conversion in the leave account.
6. L.P.R. on full pay will be noted in column No. 10 while that on half pay in
columns No. 13 and 14.
7. Leave not due may be granted on full pay to be offset against leave to be earned
in future for a maximum period of 365 days in the entire period of service, subject to
the condition that during the first five years of service it shall not exceed 90 days in all.
Such leave may be converted into leave on half pay. It shall be granted only when
there are reasonable chances of the civil servant resuming duty.
10. When a Government servant returns from leave columns 8 to 23 shall be filled
according to the nature of leave. If leave not due is availed of the minus balance to be
shown in column No. 21 should be written in red ink.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
General
494. The rules in this chapter are intended primarily for the guidance of officers of
Pakistan Railways, in their dealing with treasuries, and of Treasury Officers dealing with
the transactions of those Railways.
At places where the cash business of the treasury is conducted by the Bank, these rules
shall have effect subject to the provisions of Part VI.
495. All cheques, challans and remittance notes of the Railway Department shall
have the name of the Railway stamped or printed on the top in bold letters so as to
enable the Bank or the Treasury Officer to classify the receipts and payments correctly
against the amount of the Railway concerned.
Remittance to Treasury
496. Except as provided in sub-rule (2) of rule 7, all earnings and other receipts of the
Railway, whether on capital or revenue account, shall be remitted by each Railway
Administration into the treasury in accordance with the procedure prescribed in this
chapter.
497. Whenever under the provisions of sub-rule (2) of rule 7, cash receipts of Railway
are utilised for current disbursements, the Railway Officer concerned shall, before the
end of the month, sent to the Treasury Officer a cheque for the amount thus utilised,
drawn in his own favour and endorsed by himself with the words Received payment
by transfer credit to . Railway.
Provided that the Financial Adviser and the Chief Accounts Officer may with the prior
approval of Ministry of Communications exempt any particular transaction or class of
transactions from the operation of this rule.
Page 1 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
the Railway (and if possible, of the Railway district) to which the amount is creditable and of
the work to which the deposit relates.
499. A Railway Officer who has frequently to make the remittances shall keep a book
in which he will enter all his remittances to the treasury. This book shall accompany the
remittance and the challan to be receipted by the treasury. Whenever moneys other
than the ordinary earnings have to be deposited into a treasury by a Railway Officer, a
copy of the challan or remittance note for the moneys so deposited shall be
immediately sent by the remitting officer to his Financial Adviser and Chief Accounts
Officer.
NOTE. Remittances made to the Bank of cheques paid in as Railway receipts should be
entered in the remittance book, but in the place for the treasury receipt should be entered by
Bank Cheques, and the book need not be sent with the remittance, provided that the cheques
are always endorsed Pay to the Bank of . or Credit account of Government.
500 (1). In the case of open lines of Railway, remittances shall be made by or on
behalf of the Financial Adviser and Chief Accounts Officer of the Railway as far as
possible daily. Each remittance shall be sent under cover of a special form (State
Railway Form No. A.938), tendered in duplicate, giving full particulars of the
remittance. The Treasury Officer shall write in words at the foot of each form the
amount received, and return one of the forms as a receipt, the other being retained in
the treasury.
(2). In the case of railway stations permitted to pay their earnings direct to
local treasuries, each remittance shall be sent with the book of remittance notes (State
Railway Form No. A. 938) which contains one block foil and two counterfoils. These
counterfoils and the block foil shall be filled in by the Station Master to show the full
particulars of the remittance. The Treasury Officer shall write in words at the foot of
each form the amount received and retain the second counterfoil, returning the book
with the block foil and the remaining counterfoil duly initialed and signed respectively.
NOTE. Remittances made into treasuries by Railways on the last working day of a financial
year should, on the authority of the Railway chalans, be brought into the treasury accounts for
the day on which they are received, even though they remain unshroffed. When, however, they
are subsequently shroffed, any excesses or deficiencies which may come to light between the
shroffed amount and the sums previously brought into accounts, should be adjusted with the
Railway Department in the treasury accounts for July. When a refund is made to a potdar, the
Treasury Officer should send a separate intimation of the amount to the Railway Officer who
made the remittance.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
NOTE. Cheques drawn and paid under a letter of authority issued by a disbursing
officer should be dealt with in the same way as if drawn by himself. The letter of
authority should be dealt with the Treasury Officer in accordance with the procedure
prescribed in rule 194.
503. When funds are required for a subordinate at a different treasury from that with
which a disbursing officer himself banks, the latter shall get himself placed in account
with that treasury, and then empower his subordinate to draw against it. Funds may not
be made available for such a purpose by means of State Bank drafts.
Payments at Sub-treasuries
504. Subject as provided in rules 150 and 163, funds may be obtained by a
disbursing officer or his subordinate officers from sub-treasuries, by means of cheques.
505. Officers of Railways requiring service postage stamps shall send a cheque for the
value of such stamps drawn in favour of the officer who supplies the stamps, in
accordance with the procedure prescribed in rule 317.
Compensation for Land
506. The procedure to be observed for the payment of compensation for lands taken
up for the purpose of the Railway, when such payments are made by the Collector or
any other officer not acting as a Railway disburser, shall be Governed by the orders
contained in Appendix 6.
Special Land Acquisition Officers acting as disbursers of the Railway Department shall
be treated for the purposes of the rules in this chapter as officers of the Railway
Department and moneys can be issued for their disbursement only in conformity with
the provisions of those rules.
Supplemental
507. Subject to the general provisions of this chapter, supplementary instructions for
the guidance of departmental officers may be laid down by departmental regulations.
Page 3 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
Annexure to Appendix XV
Payment of Revenues of the Federal Government into the Federal Consolidated Fund
Rule 7. (1) Save as hereinafter provided in this section, all moneys received by or
tendered to Government officers on account of the revenues of the Federal Government
shall without undue delay be paid in full into a treasury or into the Bank, or in the case
of moneys received by, or tendered to the Ambassador of Pakistan in the United
Kingdom, into such Bank or Banks as may be authorised by the State Bank of Pakistan
in this behalf, and shall be included in the Federal Consolidated Fund of the Federal
Government. Moneys received as aforesaid shall not be appropriated to meet
departmental expenditure, nor otherwise kept apart from the Federal Consolidated Fund
of the Federal Government. No department of the Government may require that any
moneys received by it on account of the revenues of the Federal Government be kept
out of the Federal Consolidated Fund of the Federal Government.
(2) Notwithstanding anything contained in sub-rule (1) of this rule, direct appropriation
of departmental receipts for departmental expenditure is authorised in the following
cases, that is to say:-
(c) In cases of deposits received at a Civil Court and utilised by the Court to
meet claims for the refund of such deposits ;
(e) In the case of the Public Works Department and the Department of
Federal Excises and Land Customs to permit the use under departmental
regulations of cash receipts temporarily for current works expenditure or,
in very exceptional cases, for disbursement of pay and travelling
allowance charges, where this course has been authorised by the
Accountant General to prevent any abnormal delay in payment;
Page 4 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
(f) In the case of cash collections of the Customs Department utilised, under
special authorisation of the Government, in meeting payments on
account of departmental expenditure;
(g) In the case of cash received by the Forest Department and utilised in
meeting immediate local expenditure;
(h) In the case of cash found on the persons of prisoners at the time of their
admission to jail, and used for the repayment by jail Superintendents
under departmental regulations of similar sums due to other prisoners on
their release;
(k) Deleted.
(l) Deleted.
(i) Deleted.
(ii) Deleted.
(m) Deleted.
(n) In the ease of the Survey of Pakistan Department, to permit the payment
of commission to Map Agents out of map sale receipts;
(o) Deleted.
(p) In the case of Branch Military Dairies located at stations where there is no
treasury, Military treasure chest or authorised bank, to enable the sale
proceeds of dairy produce being utilised for meeting their current
expenditure, the equivalent amount being remitted into treasury by the
parent Dairy Farms;
(q) Deleted.
Page 5 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
(r) In the case of sale proceeds of office furniture, etc., purchased from the
office Allowance Fund of a Military Unit or Office, and utilised under
departmental regulations, for the purposes of the Fund;
(s) In the case of the Collectorates of Customs and Federal Excise and Land
Customs, to permit the payment of:
(4) All moneys received by, or tendered to, Pakistan Missions abroad (other than the
Ambassador of Pakistan in the U. K.) on account of the revenues of the Federal
Government shall be paid into such bank or banks as may be authorised by
Government in consultation with the Auditor General and the State Bank of Pakistan.
Rule 150. A separate cheque book shall be used for each treasury or sub-treasury
except by offices using cheque-perforating machines. Cheque books obtained from a
particular treasury shall not be drawn on other treasuries or sub-treasuries of other
districts.
Page 6 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
Where sub-treasuries are in charge of persons not acquainted with English, bi-lingual
cheques shall be used, and if these cheques are not used, paying officer is responsible
for calling attention to this rule.
Rule 194. (1) Every payment made on the authority of any letter of credit or assignment
must, without fail, be noted at the time of payment under the Treasury Officers initials
either in the appropriate register of payments, or on the reverse of the letter of credit or
assignment itself.
(2) The Treasury Officer must bear in mind that the letter of credit or
assignment shows the maximum amount he has authority to pay, or the departmental
officer credited has authority to ask for, and that any further payment is made at the
Treasury Officers own risk; the progressive total of his payments must, therefore, be so
recorded that there can be no risk of overpayment.
Rule 317. The following procedure shall be adopted by Government officers for
obtaining service postage stamps from the treasury and for the adjustment of their
value:
(1) Officers who draw money from the treasury on contingent bills. A bill in Form
T.R. 34 should be prepared by the departmental officer when he requires service
postage stamps. The bill should contain the acknowledgment of the drawing officer of
the receipt of the stamps indented for and should in other respects be treated in the
same way as a contingent bill for drawing cash from the treasury. The Treasury Officer
should pass the bill for payment by transfer, have the stamps issued and enter the
amount in the list of payments, crediting the value of the stamps in the same manner as
if cash were realised.
NOTE. Departmental Officers at Karachi, Rawalpindi and Islamabad who draw money for
contingent expenditure by bills presented at the office of the Accountant General, Pakistan
Revenues should present their bills for service stamps at the Karachi and Rawalpindi treasuries.
(2) Officers who draw money by cheque.- Cheques to be presented in payment of the
value of service stamps should be drawn in favour of the officer (official designation
without name) who supplies the stamps, whether they are drawn by the officer who
indents for the stamps or by a departmental officer on the indenting officer's requisition.
Such cheques must always be crossed in accordance with the provisions of sub-rule (1)
Page 7 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XV
of rule 157. Cheques drawn on the Bank may be accepted and the stamps issued
without insisting on the cheques being deposited first in the Bank.
A separate indent drawn in Form T.R. 35 should accompany the cheque. The Treasury
Officer will retain the indent and grant a receipt under rule 103. In respect of cheques
presented by indenting officers of the Defence Department, the procedure laid down in
note 1 under rule 103 should be observed.
(3) Officers at headquarters of Provinces whose bills are pre-audited by the local
Accountants General.- Subject to the concurrence of the Provincial Government
concerned, one of the following methods may be adopted at the option of the
Accountant General:-
ii. Bills for service postage stamps may be prepared in Form T.R. 34
and paid by transfer in the usual way by the Stamp Officer,
without pre-audit in the Accountant General's office. The Stamp
Officer will submit the bills to audit in support of the issues in the
stamp account in the same way as other Treasury Officers.
One or other of these two alternatives should be definitely adopted once for all to
prevent the confusion and possibility of fraud which diversity of procedure at the same
station may entail.
Page 8 of 8
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XVI
CHART OF ACCOUNTS
1) Entity Element
F 27 1 PR01 01 General Manager, Operations 000 Senior Accounts Office/GB HQ (Headquarters, Lahore)
02 FA & CAO, Pakistan Railways 001 Divisional Accounts Office, Karachi
03 FA & CAO, Revenue 002 Divisional Accounts Office, Sukkur
04 Traffic Department 003 Divisional Accounts Office, Multan
05 Civil Engineering Department 004 Divisional Accounts Office, Lahore
06 Electrical Department 005 Divisional Accounts Office, Rawalpindi
07 Signal Department 006 Divisional Accounts Office, Quetta
08 Telecom Department 007 Divisional Accounts Office/WAC/MGPR, (Workshops Accounts Moghalpura)
09 Locomotive Department 008 -
10 Wagon Department 009 Divisional Accounts Office, Peshawar
11 Carriage Department 010 Senior Accounts Office/Revenue, Lahore (Traffic Accounts, Lahore)
12 Stores Department 011 SAO/Pension & Funds, Headquarters, Lahore
13 MIS Department 012 SAO/Stores, Headquarters, Lahore
14 Law Department 013 AO/MIS/ HQ (IT Centre, HQ, Lahore)
15 Police Department 014 AO/Steel Shop/MGPR (Steel Shop, Moghalpura, Lahore)
21 General Manager, Manufacturing & Services 015 AO/CDL/ Rawalpindi (Central Diesel Locomotive Shop, Rawalpindi)
22 FA & CAO, Manufacturing & Services 016 AO/C&W/Hyderabad (Carriage and Wagon Shop, Hyderabad)
31 General Manager, Development 017 S F&AO/TR Karachi (Track Rehabilitation Project, Karachi)
32 Directorate of Schools 018 S F&AO/EPZ Karachi (Export Processing Zone, Karachi)
33 Medical Department 019 AO/Dry Port Karachi (Dry Port, Karachi)
34 Research IRM Surveys 020 S F&AO/DOT (Doubling of Track, HQ, Lahore)
41 Chief Internal Auditor 021 S F&AO/MPS/Karachi (Mirpur Khas Project, Karachi)
42 Federal Government Inspector of Railways 022 AO/ RBOD /K.C (Right Bank Outfall Drain, Karachi)
43 Marketing Department 023 S F&AO/M&S (Manufacturing & Services, Headquarters, Lahore)
44 Railway Board 024 SAO/CF/Islamabad (Carriage Factory, Islamabad)
025 SAO/LMF/Risalpur (Locomotive Factory, Risalpur)
026 S F & AO/ CSF / HQ / LHR (Concrete Sleeper Factories, Lahore)
027 S F & AO/ AVLB, MGPR/WAC (Moghalpura Workshops Lahore)
028 S F&AO/ H.C.W/ MGPR (High Capacity Wagons, Moghalpura, Lahore)
029 S F&AO/ RE (Rehabilitation, Moghalpura, Lahore)
030 Deputy Director/Walton (Training Centre, Walton, Lahore)
031 AO Payment Islamabad (Ministry of Railways, Islamabad)
District and DDO codes (suggested by NAM training manual) have been ignored in the coding scheme as Railways does not report its transactions on the basis of district and DDO. Accounting
unit element has been taken into consideration because Railways has developed the accounting units for financial reporting purposes.
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A04115 30% of Minimum Pay Scale as Social Security Benefit in Lieu of Pension to Contract
Appointee
A04116 Pension Contribution (LCS/ Non LCS)
A04170 Others
A042 Others - Post A04201 Employer's Contribution to Benevolent Fund
Retirement Benefits
A04202 Post Retirement Free Medical Facility
A04203 Post Retirement Travel Facility
A04220 Others
A05 Grants, Subsidies A051 Subsidies Subsidy (A05101 - A05120)
and Write offs of
Loans / Advances /
Others
A05101 Wheat
A05102 Food
A05103 Edible oil
A05104 Fertilizer
A05105 Tubewell
A05106 Cotton
A05107 Freight Subsidy on imported cement
A05108 Subsidy on Imported Whole Gram Black
A05109 Mark-up Rate Subsidy for Spinning Industries
A05120 Others
A052 Grants Domestic Grants Domestic (A05201 - A05270)
A05201 To Federal Government
A05202 To Provincial Government
A05203 To District Government
A05204 To TMAs
A05205 To Financial Institution
A05206 To Non Financial Institution
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A06104 Bonuses
A062 Technical Assistance Technical Assistance (A06201 - A06270)
A06201 Expenditures on Foreign Trainees in Pakistan
A06202 Contribution To International Agencies
A06270 Others
A063 Entertainments and Entertainment & Gifts (A06301 - A06399)
Gifts
A06301 Entertainments and Gifts
A064 Other Transfer Other Transfer Payments (A06401 - A06470)
Payments
A06401 To Foreign Governments
A06402 Contributions/Transfers to Reserve Fund
A06403 Renewal & Replacements
A06404 Return To Government Investment
A06405 To Sugar Cess Fund
A06406 Premium under Group Term Insurance Schemes for employees of NH & MP
A06407 Transfer to Staff Benefit Fund - Railways
A06408 Premium for Railways Employees Group Insurance
A06470 Others
A065 Public Private A06501 Grant In Aid to Sindh Education Foundation
Partnership
A06502 Fellowship Program
A06503 100 Community Supported Schools
A06504 Early Learning Program
A06505 Rural Based Community School
A06506 Promotion of Private School in Rural Area
A06507 Integrated education Learning Program
A06599 Others
A07 Interest Payment A071 Interest - Domestic Permanent Debt (A07101 - 10)
Debts
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A07302 Other payments ( e.g. Management of Loan, Interest of Commercial Banks, Loan on Food
Account)
A07303 On Loans Received by Post Office etc.
A074 Interest / Profit on A07401 Defence Savings Certificates
National Savings
Schemes
A07402 Special Savings Certificates
A07403 Regular Income Certificates
A07404 Behbood Savings Certificates
A07430 Other Savings Certificates
A07431 Pensioner Benefit Accounts
A07432 Special Savings Accounts
A07433 Savings Accounts
A07434 Mahana Amdani Accounts
A07460 Other Savings Accounts
A08 Loans and Advances A081 Advances to Advances To Government Servants (A08101 - A08170)
Government Servants
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APPENDIX XVI
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A13701 Hardware
A13702 Software
A13703 IT Equipment
A138 General General (A13801 - A13899)
A13801 Maintenance of Gardens
A139 Telecommunication Telecommunication Works (A13901 - A13920)
Works
A13901 Lines And Wires - Repairs
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Tax Receipts
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C01201 Punjab
C01202 Sindh
C01203 NWFP
C01204 Balochistan
Interest Foreign Loans (C01205 - 08)
C01205 Punjab
C01206 Sindh
C01207 NWFP
C01208 Balochistan
Interest US-Aid Local Currency Loans (C01209 -12)
C01209 Punjab
C01210 Sindh
C01211 NWFP
C01212 Balochistan
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C01903 Others
C02 Receipts from Civil C021 General General Administration Receipts - Organs of State (C02101 - 2104)
Administration and Administration
Other Functions Receipts - Organs of
State
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C02199 Others
C022 General Receipts of Fiscal Administration - Audit (C02201 - 10)
Administration
Receipts - Fiscal
Administration
C02201 Private Organization
C02202 Public Sector Organizations
C02203 Government Organizations
C02204 Recoveries of Overpayments
C02205 Collection of Payment for Services Rendered
C02206 Audit Other
Receipts of Fiscal Administration - Currency (C02211 - 30)
C02211 Share of Surplus Profits of the State Bank of Pakistan
C02212 Dividends on Government Shares in State Bank of Pakistan
C02213 Dividends on Government Shares in the Security Printing Corporation
C02214 Royalty on Quaid-e-Azam Centenary - Gold and Silver Commemorative Coins
C02215 Royalty on Allama Iqbal - Gold and Silver Commemorative Coins
C02216 Royalty on Islamic Summit Minar Inauguration - Gold and Silver Commemorative Coins
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C02227 Penalty Imposed by State Bank of Pakistan on National Bank of Pakistan against unlawful
retention of Government Receipts
Receipts of Fiscal Administration - Mint (C02231 - 40)
C02231 Fee for Mintage of Foreign Coins Act
C02232 Profit from Circulation of Small Coins
C02233 Assay Fees
C02234 Others
Receipts in Aid of Superannuation (C02241 - 50)
C02241 Contribution of Pension and Gratuities
C02242 Receipt under Federal Government (B1& 2) Provident Fund Rules
C02243 Others
C02244 Fiscal Administration-Receipts-in-Aid of Superannuation -Share of Pension Liability recovered
from Local Bodies for Provincialised College / Schools
C02245 Fiscal Administration-Receipts-in-Aid of Superannuation -Receipts of undisbursed Pension
Deposited by National Bank of Pakistan
C02251 Fiscal Administration - Receipts- In- Aid of Superannuation contribution of Pension & Gratuity
-Defence
C023 General Economic Regulation (C02301 - C02370)
Administration
Receipts - Economic
Regulation
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C02370 Others
C024 General Statistics (C02401 - C02470)
Administration
Receipts - Statistics
C02401 Sale of Census Publication
C02470 Others
C025 Defence Services Defense Service Effective (C02501 - 20)
Receipts
C02501 Fighting Forces
C02502 Administrative Services
C02503 Military Farms
C02504 General Headquarters
C02505 Purchase & Sale of Stores Equipment and Animals
C02506 Transportation, Conservancy, Hot Weather Establishment and Others
C02507 Other Services of Armed Forces
C02508 Military Engineering Services
C02509 Auxiliary and Territorial Forces
C02510 Air Force
C02511 Pakistan Navy (including Stores and Works)
C02512 Ordnance & Clothing Factories
C02513 Procurement, Research & Product Development
C02514 Receipts on Certain Measures of Inter-Services Nature
C02520 Others
Defense Service Non-Effective (C02521 - 30)
C02521 Army Receipts
C02522 Air Force Receipts
C02523 Pakistan Navy Receipts
C02530 Others
C026 Law and Order Justice (C02601 - 20)
Receipts
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APPENDIX XVI
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APPENDIX XVI
(SEE PARAGRAPH 1007)
C02862 Health Contributions from Local Bodies for the maintenance of Health Centres
C02863 Health Contributions by Federal Government for Fatima Jinnah Medical College for Women
maintenance of Health Centres
C02864 Health Contributions by Federal Government for reservation of beds in T.B. Sanatorium Samli
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(SEE PARAGRAPH 1007)
C03302 Timber and other Produce Removed from the Forest by Government Agencies-Firewood and
Charcoal
C03303 Timber and other Produce removed from the Forest by Government -Brushwood, Chips and
Stumps
C03304 Timber and other Produce Removed from the Forest by Government-Rosin
C03305 Timber and other Produce Removed from the Forest by Government-Planting Stump, Seeds,
Mazri, Palm, Grass other than Fodder etc.
C03306 Timber and other Produce Removed from the Forest by Government-Sericulture Receipts
C03307 Timber and other Produce Removed from the Forest by Consumer or Purchasers-Timber
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C03308 Timber and other Produce Removed from the Forest by Consumer or Purchasers-Firewood
and Charcoal
C03309 Timber and other Produce Removed from the Forest by Consumer or Purchasers-Brush wood,
Chips and Stumps
C03310 Timber and other Produce Removed from the Forest by Consumer or Purchasers-Grazing &
Fodder Grass
C03311 Timber and other Produce Removed from the Forest by Consumer or Purchasers-Honey,
Herbs and Medicinal Plants
C03312 Timber and other Produce Removed from the Forest by Consumer or Purchasers-For Plants
,Stumps ,Seeds Mazri, Palm, Grass other than Fodder etc.
C03313 Drift and Waif Wood and Confiscated Forest Produce -Driftwood
C03314 Drift and Waif Wood and Confiscated Forest Produce -Sale of Confiscated Forest Produce
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C03467 Timber & Other Produce Removed from Canal Side Plantation by Government Agency
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C03604 Other Grants from Federal Government - Non Development Grants from Federal
Government
C03605 European Union Grant
C03608 Others - Foreign Grants
C03609 Others - Domestic Grants
Grants from Provinces in District Government Account (C03610 - 30)
C03610 Share out of Principal Allocable Amount
C03611 Special Grants from Provinces (unconditional)
C03612 Special Grants from Provinces (conditional)
C03613 Grants for Khushal Pakistan Program (KPP)
C03614 Grants for Population Welfare
C03615 Grants for Other Federal Funded Projects
C03630 Others
Foreign Aided Project Grants (C03631-40)
C03631 DERA Programme
C03632 HIV/AIDS Prevention Program
C03633 Grants for Global Alliance
C03634 Foreign Aided Project
C03640 Other Foreign Aid
Grants To TMAs
C03681 Grant from Federal Government
C03682 Grant from Federal Government in Lieu of Octroi/ GST
C03683 Grant from Provincial Government (PFC Share)
C03684 Grant from Provincial Government (Performance/ Conditional Grant)
C03685 Grant from Provincial Government (Unconditional Grant)
C03686 Grant from District Government
C037 Extraordinary Receipts Extra Ordinary Receipts (C036701 - C03710)
C03701 Sale of Land
C03702 Sale of Land - Town Sites and Colonies
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C03703 Sale of Land - Sale of under-developed Agricultural Land by Auction or Private Treaty in
Colonies
C03704 Sale of Land - Sale of under-developed Agricultural Land by Auction or Private Treaty in other
than Colonies
C03705 Sale of Land - Sale of Proprietary Rights to Tenants in Colonies
C03706 Sale of Other Government Assets
C03707 Other Receipts - Fees, Fines and Forfeitures
C03708 Sale of State Owned Assets
C03709 Sale of Land by PPB / RPC
C03710 Sale of Government Assets by PPB / RPC
Sale of Agricultural Machinery (C03711 - 20)
C03711 Sale of Tractor
C03712 Sale of Threshers
C03713 Sale of Machinery & Equipments
C03720 Others
Other Receipts (C03721 - 50)
C03721 Sale Proceeds and Rent of Urban Evacuee Property and Rent of Mortgage Money of
Agricultural Lands
C03722 Interest on Deferred payments of Land Sold in Colonies
C03723 Receipts from Sale of Plots in Industrial Estate
C03724 Receipts of Bonus Shares from Lever Brothers Pakistan
C03725 Others
C03726 Sale of Mass Produced Roti
C03741 Trading Receipts
C03742 Receipts of Enercon
C03743 Fee Collected by Staff Welfare Organizations
C03744 Fee Collected by Pakistan National Accredition Council
C03745 Receipts from Special Commercial Organizations
C03746 Receipts from PAKSAT Project
C038 Others Other Receipts (Not Elsewhere Stated) (C03801 - C03899)
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C03830 Fees for the issue of duplicate Identity Cards under the National Registration Act 1973
C03831 Fees and Subscription by Petition Writers and Traders in Katchery Compounds
C03832 License Fees for Storage or Sale of Petroleum
C03833 Fees under the Poisons Act
C03834 Fees under the West Pakistan Ordinance 1960
C03835 Arms License Fees
C03836 Under the Cattle Trespass Act 1939
C03837 Fees for all Allotment of Land and Gardens to Refugees
C03838 Fees for the Screening of the Films (in the Punjab)
C03839 Settlement Fees
C03840 Fees for transfer and Issue of Duplicate Saving & Deposits Certificates, Pass Books and
Withdrawal Slips
C03841 Fees, Fines not Specified elsewhere
C03842 Treasure Trove Act 1878
C03843 Sale Proceeds of Durbar and Other Presents
C03844 Copying Agency Accounts
C03845 Ferry Receipts under the Ferries Act of 1978
C03846 Receipts from the Deposit Account of the Chief Settlement Commissioner
C03847 Sand and Quarry Fees
C03848 Receipts from the Tolls
C03849 Contractor Penalty
C03850 Miscellaneous Recoveries made by NAB from defaulters
C03851 Differential Amount between Exchange Rates Prevailing on the Date of Realization and Due
Date of Export Bills
C03852 Royalty, Pollution and Trekking Fee
C03853 Sale of Publication of PPARC
C03854 Certificate Fee of Environment Laboratories
C03855 Initial Environmental Examination and Environmental Impact Assessment Review Fee
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C03884 Marine Fee deposited by Exploration and Production Companies working under Ministry of
Petroleum
C03885 Fee payable for obtaining information and copies of public record.
C03886 Fee for Issuance of NOC and Registration /Renewal Certificate for Publications
C03887 Fines on Hoarding and High Price sale
C039 Development C03901 Petroleum Development Levy
Surcharge & Royalties
Capital Receipts
E01 Recoveries of E011 Irrigation Receipts Irrigation (Productive) Receipts (E01101 - 25)
Investments
E01101 Water Rates
E01102 Water Supply to Towns
E01103 Sale of Water
E01104 Plantations
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E01221 Federal
E01222 Provincial
E01223 Others
Coal (E01241 - 50)
E01241 Federal
E01242 Provincial
E01243 Others
Others (E01271 - 90)
E01271 Sale Proceeds of Newsprint
E01272 Newsprint Receipts - Other
E01273 Sale Proceeds of Diplomatic Cars
E01274 Other Diplomatic Cars Receipts
E01275 Other State Trading Schemes Receipts
E013 Investment Receipts Investment (E01301 - E01310)
E01301 Federal/Provincial Investment (financial)
E01302 Federal/Provincial Investment (non-financial)
E01303 Federal Government Investment in Railway through Cash releases (non-financial)
E01304 Receipt from Investment of Cash Balance by District Government
E014 Works Receipts Works Receipts (E01401 - E01410)
E01401 Receipts and Recoveries of Investments
E015 Privatization Receipts Privatization Receipts (E01501 - E01510)
E01501 Proceeds from Major Units
E01502 Proceeds from Minor Units
E016 Computed Value of Computed Value of Pension - Receipt (E01601 - E01610)
Pension Receipts
E01601 Recoveries of Computed Value of Pensions
E02 Recoveries of Loans E021 From Provinces Domestic Loans (E02101 - 04)
and Advances
E02101 Sindh
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E02102 Punjab
E02103 Baluchistan
E02104 Khyber Pukhtoonkhawa
Foreign Loans (E02105 - 08)
E02105 Sindh
E02106 Punjab
E02107 Balochistan
E02108 Khyber Pukhtoonkhawa
US - Aid Local Currency Loans (E02109 - 12)
E02109 Sindh
E02110 Punjab
E02111 Balochistan
E02112 Khyber Pukhtoonkhawa
German Loans (E02113 - 16)
E02113 Sindh
E02114 Punjab
E02115 Balochistan
E02116 Khyber Pukhtoonkhawa
E022 From District Domestic Loans (E02201 -E02202)
Government/TMAs
E02201 District Governments
E02202 TMAs
Foreign Loans (E02203 - 99)
E02203 District Governments
E02204 TMAs
E023 From Financial Financial Institutions (E02301 - 20)
Institution
E02301 Domestic Loans
E02302 Foreign Loans
E02320 Others
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F01 Cash and Bank F011 Balance with SBP F01101 Non Food Account
Balances
F01102 Food Account
F01103 Railways Account
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APPENDIX XVI
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APPENDIX XVI
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APPENDIX XVI
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G01 Current Liabilities G011 Cheque Clearing Cheque Clearing Account (G01101 - 99)
Account
G01101 Non Food Account
G01102 Food Account
G01103 Railways Account
G01104 Fertiliser Account
G01105 Government Deposit Account No.XII (Escrow Account)
G01106 Social Action Programme
G01112 Cheque Payment Clearing Account (Food Account) SBP
G01113 Transfer Payment Clearing Account (Food Account) SBP
G01114 Receipt Clearing Account (Food Account) SBP - Blocked
G01115 Bank Charges Clearing Account (Food Account) SBP
G01116 Bank Interest Clearing Account (Food Account) SBP
G01117 Cheque Payment Clearing Account (Fertiliser Account) SBP
G01118 Transfer Payment Clearing Account (Fertiliser Account) SBP
G01119 Receipt Clearing Account (Fertiliser Account) SBP - Blocked
G01120 Bank Charges Clearing Account (Fertiliser Account) SBP
G01121 Bank Interest Clearing Account (Fertiliser Account) SBP
G01122 Cheque Payment Clearing Account (Government Deposit Account) SBP
G01123 Training Payment Clearing Account (Government Deposit Account) SBP
G01124 Receipt Clearing Account (Government Deposit Account) SBP -Blocked
G01125 Bank Charges Clearing Account (Government Deposit Account) SBP
G01126 Bank Interest Clearing Account (Government Deposit Account) SBP
G01127 Cheque Payment Clearing Account (National Debt Retirement Account) SBP
G01128 Training Payment Clearing Account (National Debt Retirement Account) SBP
G01129 Receipt Clearing Account (National Debt Retirement Account) SBP - Blocked
G01130 Bank Charges Clearing Account (National Debt Retirement Account) SBP
G01131 Bank Interest Clearing Account (National Debt Retirement Account) SBP
G01132 Cheque Payment Clearing Account (Non Food Account) SBP
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
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(SEE PARAGRAPH 1007)
G11239 Deposits of Fees received by Government Servants for Work done for Private Bodies
G11243 Deposit Account of Grants made by the Federal Government for Social Uplift Schemes
G11244 Deposit Account of Duties, Taxes etc. realised on purchases of Indus Basin Replacement
Works
G11245 Deposit Account of the Grant made by the Federal Government for the development of
Agriculture
G11246 Deposit Account of Grants for Economic Development and Improvement of Rural Areas
G11247 Deposit Account of Grant made by the Agricultural Research Council of Pakistan
G11248 Deposit Account of Special Grant by the Federal Government to the Punjab Government
G11249 Deposit Account of Sale Proceeds of Agricultural Commodities against convertible local
currency credit under PL480
G11250 Deposits on Account of Recovery from Pakistan Railway in respect of foreign Loans and
Credits
G11251 Deposits of Surcharge on Sales of confiscated custom goods for donation to Motamar Alam-e-
Islam
G11252 Deposit Account under the Punjab Real Estate Agents and Motor Vehicles Dealers (Regulation
of Business) Ordinance 1980
G11253 Deposit Account of Grant made by Federal Government for the Rehabilitation of Destitute
from East Pakistan
G11254 Deposit Account of the Grant made by the Pakistan Central Cotton Committee
G11255 Defence Services Security Deposits
G11256 Defence Services Miscellaneous Deposits
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(SEE PARAGRAPH 1007)
G126 Fund for Culture and Fund for Culture and Heritage (G12601 - 50)
Heritage
G12601 Fund for Development of Urdu
G12602 Quaid-e-Azam Memorial Fund
G12603 Alama Iqbal Memorial Fund
G12604 Quad-e-Azam Centenary Fund
G12605 National Fund for Cultural Heritage
G12606 See Moenjodaro Fund
G12607 Fund for Artists, Journalists, Men of Letters and their families
G12608 Fund for promoting Pride of Performance
G12609 Tarraqi-e-Urdu Fund
G12610 Bazm-e-Iqbal Fund
G12611 Arts and Literature Fund
G127 Other Funds Other Funds (G12701 - 99)
G12701 Jahez Fund
G12702 Civil Defence Training Fund
G12703 Riot and Civil Commotion Issuance Fund
G12704 Police Fund
G12705 Police Clothing and Equipment Fund
G12706 Fund for Civil Defence
G12707 Canal Clearance Fund
G12708 Funds for Damages Deficiencies and Service Charges in respect of Houses on Estate Office
pool
G12709 Sindh Chief Minister's discretionary Grants Utilization Fund
G12710 Central Rescue Station Fund
G12711 Foreign Aid Counterpart Fund
G12712 Trust Interest Fund (Charitable Endowment)
G12713 Income Tax deduction from Salaries
G12714 Income Tax deduction from Contractors/Suppliers
G12715 War Risk Insurance Fund 1965
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(SEE PARAGRAPH 1007)
G12775 Funds for Accident and Emergency Department under Lady Reading Hospital
G12776 Competition Commission Fund
G12777 Sales Tax Deduction at source under sales tax special Procedure (Withholding) Rules, 2007
G13115 Deposit Account of the Japanese Grant for Coastal Fisheries Development Project
G13116 Other Foreign Grants
G13117 Grants and Technical Assistance from Australia
G13118 Grants and Technical Assistance from Canada
G13119 Grants and Technical Assistance from UNO
G13120 Grants and Technical Assistance from US Aid
G13121 Grants and Technical Assistance from Singapore
G13122 Grants and Technical Assistance from Switzerland
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(SEE PARAGRAPH 1007)
3) Fund Element
Note
i) The use of fund element is mandatory for all accounting transactions under NAM.
ii) Voted expenditure means the expenditure the incurrence of which requires the approval of legislation (parliament).
iii) Charged expenditure does not require the approval (vote) of parliament like interest, principal repayments, etc.
iv) Non-financial assets are included under 'Development' whereas expenditures on Financial Assets (investments) are categorized under
"Capital"
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(SEE PARAGRAPH 1007)
4) Function Element
04 Economic Affairs 045 Construction and Transport 0454 Railway Transport 045401 Railway Transport
Note
i) Provision for program code has been made in chart of accounts and it will be used to identify Government programs if Federal Government
decides to introduce it.
ii) All codes will be fixed except for program code (if introduced) and there will be no option to modify them.
APPENDIX XVII
Rules
The technical estimates take cognizance of all anticipated receipts from sale
proceeds of materials, plant, etc., received from the old structure, while the receipts
under Stock are by their very nature inseparable from the expenditure recorded
under the detailed head. It is therefore, proper that recoveries falling under these two
categories should continue to be treated as reduction of gross expenditure.
3. As between two or more Governments, the following rules should regulate the
classification of recoveries:
(b) In the case of joint establishments, where the expenditure is not shared by
two or more Governments ab initio but is incurred by one of the Governments and
partially repaid by the others, the repayment if made while the accounts of the year are
still open, should be treated as deduction from expenditure.
(c) Recoveries of the classes falling under (a) and (b),if not effected within the
accounts of the year in which the expenditure was incurred, should be treated as
Revenue.
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APPENDIX XVII
NOTE.The term recoveries by a Commercial Department for the purpose of this direction
and intended to apply to recoveries in respect of services rendered to other Departments in
pursuance of the proper functions for which the Department is constituted, that is to say, in the
case of the Pakistan Posts Department, recoveries will be treated as receipts only when they are
made in respect of Postal services rendered to the other departments. Where, however, a
Commercial Department acts as an agent of another department for the discharge of functions
not germane to the essential purpose of the Department, the recoveries should be taken in
reduction of expenditure.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XVIII
1. (i) The following rules regulate the conditions under which a department of a
Government may make charges for services rendered or articles supplied by it and the
procedure to be observed in recording such charges in the accounts of the
Governments concerned.
3. Subject to any subsequent arrangements that may be settled between the Governor-
General of Pakistan (or Federal Government) and the Crown Representative, a service
department of the Central (or Federal Government) shall not ordinarily charge the
Crown Representative for any supplies or services for which under the rules on the
subject it would not charge another service department of that Government, nor shall a
service department be charged by the Crown Representative for such supplies or
services, provided that adjustments may be made between the accounts of the Crown
Representative and the Central (or Federal) Government in cases in which the demand
of the Crown Representative under section 145 provides for the payment of sums to the
Central Government or for recovery of sums therefrom in connexion with charges
which are common, but are not separable. The amount of any charge to be adjusted in
such cases will be regulated by the agreement reached between the Crown
Representative and the Central Government which will be communicated to the
Accounts Officers concerned. Departmental charges shall not be recovered in respect
of works executed by the Central Public Works Department for the Crown
Representative and included in the demand under section 145.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XVIII
IIIINTER-DEPARTMENTAL ADJUSTMENTS
Examples of the first class are: - The departments of Administration of Justice; Jails
and Convict Settlements, Police, Education, Medical, Public Health, Forest, Defence.
NoteGovernment has the power in respect of these rules to decide whether a particular
department or particular activities of a department shall be regarded a commercial department
or undertaking. A list of departments and undertakings at present recognized by the Central
Government as commercial is given in the annexure to these rules. List of Commercial
concerns of the Provincial Governments will be found in the manuals, etc., of the Government
concerned.
6. Save as expressly provided by these rules, a service department shall not make
charge against another department for services or supplies which fall with in the class
of duties for which the former department is constituted.
(a) The Forest Department may charge any other Department for vegetable,
animal or mineral products and products extracted from a forest area.
(b) Payment must ordinarily be made for convict labour as in the case of
that Supplied to the Public Works and other Departments of Government but no
charge is made for convict labour in the case of works undertaken by the Public
Works Department which are treated as Jail Works.
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PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XVIII
NoteWhen a special offer is employed for the acquisition of land for any department,
the expenditure on pay, allowances, etc., of the special officer and his establishment and any
expenditure on contingencies is chargeable to that department as part of the cost of land.
When the land is taken up by a civil officer, not specially employed for the work, only special
charges incurred in connection with the acquisition of the land on establishment,
contingencies, etc., are borne by the department for which the land is acquired.
NoteThe Defence Services are not required to pay rent for office accommodation
supplied by the Public Works Department in Central building in any station in Pakistan, nor is
rent charged for buildings of the Defence Services in any station in Pakistan occupied by
departments of the Central Government under those falling under clause B of paragraph 5.
Page 3 of 5
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APPENDIX XVIII
12. A regularly organized store branch of a department should ordinarily charge any
other department for supplies made; but petty and casual supplies of stores may, if the
supplying department consents, be made without payment.
NoteAccounts Officer means the head of an office of accounts keeping the accounts
of the Central Government of a province, by whatever designation he may be called.
SECTION IV GENERAL.
14. Where, under these rules, payment is required to be made by one department of
a Government to another, such payment may, if the case so requires or if otherwise
deemed necessary, include adequate charge for supervision or other indirect
expenditure connected with the service or supply for which payment is made.
NoteThe Railway Department will settle payments of amounts due to or from other
Government Departments through Settlement Accounts.
16. Any question of doubt or dispute arising in connection with the interpretation of
these rules should be referred to the Financial Adviser (Communications) for decision.
Page 4 of 5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XVIII
ANNEXURE
List of departments and undertakings at present recognized by the central Government
as Commercial (vide Note Rule 5).
(The list does not purport to be exhaustive and may be modified by Government, where
necessary, in consultation with the Accounts Officer).
Central Government.
1. Pakistan Post.
2. Railways.
3. Irrigation, Navigation, Embankment, and Drainage Works for which capital and
revenue accounts are kept.
4. Radio Station.
5. The radio Publication.
6. Lighthouse Administration (Headquarters and Lighthouse District).
7. Pakistan Salt Revenue Department.
Page 5 of 5
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIX
F053 Intangibles Assets F05304 License A031 Fees A03103 License Fee
F05303 Copyrights A039 General A03916 Essay Writing and Copyrights
F05302 Patents A03929 Weight & Measures, Trade Marks
and Patent Rights
F021 Loans and Advances F02113 Account with Government Servants A081 Advances to Government A08101 House Building Advance
Servants
F02113 Account with Government Servants A08102 Motor Car Advance
F02113 Account with Government Servants A08103 Motor Cycle / Scooter Advance
F02113 Account with Government Servants A08104 Cycle Advance
F02113 Account with Government Servants A08170 Others (Advances to Employees)
F02152 Advances to Others by Railways A086 Loans to Others A08601 Private Sector
F031 Cost of Assets F03109 Railways Land A091 Purchase of Building A09101 Land and Buildings
F03110 Railways Buildings A09102 Land and Buildings - Residential
Buildings
A09103 Land and Buildings - Office
Buildings
A09104 Buildings and Structures - Others
F03108 IT Equipments A092 Computer Equipment A09201 Hardware
F053 Intangible Assets F05301 Computer Softwares A09202 Software
F031 Cost of Assets F03108 IT Equipments A09203 I.T. Equipment
F03102 Vehicles A095 Purchase of Transport A09501 Purchase of Transport
F03103 Plant & Machinery A096 Purchase of Plant & A09601 Purchase of Plant and Machinery
Machinery
Page 1 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIX
Page 2 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XIX
G081 Accounts of Railways G08101 Foreign Loans / Credits on Capital E033 Permanent Debt (Foreign) E03302 Permanent Debt (Foreign)
Account (released by Federal received from Federal
Government) Railways, Government
G08102 Foreign Loans/Credits on E03301 Permanent Debt (Foreign) - Direct
Replacement Account Railways
F021 Loans and Advances F02113 Account with Government Servants E025 From Government E02501 House Building Advance
Servants
F02113 Account with Government Servants E02502 Motor Car Advance
F02113 Account with Government Servants E02503 Motorcycle/Scooter Advance
F02113 Account with Government Servants E02504 Cycle Advance
F02113 Account with Government Servants E02520 Others
F011 Balance with SBP F01103 Railways Account E032 Floating Debt E03203 Ways and Means Advances
F011 Balance with SBP F01103 Railways Account E031 Permanent Debt E03101 Permanent Debt - Direct
(Domestic)
H012 Investment by H01201 Investment by Government E013 Investment Receipts E01303 Federal Government Investment in
Government Railways through Cash Release
(Non-financial)
Page 3 of 3
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XX
INDEX
INCOME STATEMENT 2 of 35
ACCOUNTING POLICIES 25 of 35 to 35 of 35
APPENDIX XX
PAKISTAN RAILWAYS
STATEMENT OF FINANCIAL POSITION AS AT 30 JUNE 2009
Investment by government 3 xxx xxx xxx xxx xxx xxx Property, plant and equipment 12 xxx xxx xxx xxx xxx xxx
Reserves 4 xxx xxx xxx xxx xxx xxx Investment property 13 xxx xxx xxx xxx xxx xxx
Total equity xxx xxx xxx xxx xxx xxx Intangible assets 14 xxx xxx xxx xxx xxx xxx
Long term investments 15 xxx xxx xxx xxx
Surplus on revaluation of property, Trade and other receivables 16 xxx xxx xxx xxx xxx xxx
plant and equipment 5 xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
TOTAL EQUITY AND LIABILITIES xxx xxx xxx xxx xxx xxx TOTAL ASSETS xxx xxx xxx xxx xxx xxx
_____________________________ ________________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 1 of 35
APPENDIX XX
PAKISTAN RAILWAYS
INCOME STATEMENT FOR THE YEAR ENDED 30 JUNE 2009
___________________________ ____________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 2 of 35
APPENDIX XX
PAKISTAN RAILWAYS
STATEMENT OF COMPREHENSIVE INCOME FOR THE YEAR ENDED 30 JUNE 2009
Net income / (loss) after Government grant xxx xxx xxx xxx
Actuarial gains (losses) on defined benefit plans xxx xxx xxx xxx
Other comprehensive income for the year xxx xxx xxx xxx
Total comprehensive income / (loss) for the year xxx xxx xxx xxx
_________________________ _____________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 3 of 35
APPENDIX XX
PAKISTAN RAILWAYS
STATEMENT OF CASH FLOWS FOR THE YEAR ENDED 30 JUNE 2009
___________________________ _________________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 4 of 35
APPENDIX XX
PAKISTAN RAILWAYS
STATEMENT OF CHANGES IN EQUITY FOR THE YEAR ENDED 30 JUNE 2009
____________________________ ________________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 5 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
(Rupees in thousand)
3. INVESTMENT BY GOVERNMENT
Investment by government prior to provincialization period xxx xxx xxx xxx xxx xxx
Investment by government provincialization period xxx xxx xxx xxx xxx xxx
Investment by government through repayment of foreign loans xxx xxx xxx xxx xxx xxx
Investment by government through cash development releases 3.1 xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx
4. RESERVES
Page 6 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
Period
Grace
Currency
Repayment
Sr. Installments
Loan Note Exchange Period
No 30 June 30 June Payable
30 June 2009 30 June 2009 Interest Risk Years
2008 2008
Fee Years
% %
1 CANADIAN LOANS
1.1 CIDA Loan 47 DE Locos xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
1.2 CIDA Loan 30 BGDE Locos xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
1.3 CIDA Loan 1 (M) xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
1.4 CIDA Loan 2 (M) xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
1.5 CIDA Loan 3rd line of credit xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
-
2 JAPANESE LOANS
2.1 PKP-7 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.2 PKP-13 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.3 PKP-31 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.4 PKP-34 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.5 PKP-35 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.6 PKP-44 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
2.7 PKP-45 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
3 WORLD BANK
3.1 IDA LOANS
3.1.1 US AID-1278-P xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
Page 7 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
Period
Grace
Currency
Repayment
Sr. Installments
Loan Note Exchange Period
No 30 June 30 June Payable
30 June 2009 30 June 2009 Interest Risk Years
2008 2008
Fee Years
% %
4 AUSTRIAN LOANS
4.1 BANK AUSTRIA AG, VIENNA
4.1.1 U.I.C-54 Rails xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
4.1.2 Track Machines xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
4.1.3 Turn Outs xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
5 FRENCH LOAN
5.1 1981-2 Portion-1 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
6 ISLAMIC DEVELOPMENT
BANK LOAN
6.1 Loan No 0090 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
6.2 Loan No 0091 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
6.3 PAK-108 xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
7 CHINESE LOANS
7.1 1300 HCW xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
7.2 175 P Coaches xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
7.3 U.I.C-54 Rails xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
7.4 69 DE Locos xx xxx xxx xxx xxx xxx xxx xxx xxx xx xx xxxx xx xx
Total
Current portion shown under current liabilities xxx xxx xxx xxx
Page 8 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
Note (Rupees in thousand)
7. EMPLOYEE BENEFITS
General provident fund scheme xxx xxx xxx xxx
Pension xxx xxx xxx xxx
Post retirement free medical benefit xxx xxx xxx xxx
Post retirement travel facility xxx xxx xxx xxx
Leave encashment / compensated absences xxx xxx xxx xxx
7.1 xxx xxx xxx xxx
Post retirement
Leave encashment Pension Total
Free medical facility Travel facility
7.1 Reconciliation of payable to employee benefit plans: Note 2009 2008 2009 2008 2009 2008 2009 2008 2009 2008
------------------------------------------(Rupees in thousand)------------------------------------------
Present value of funded obligation 7.4 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Unrecognized actuarial losses xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Unrecognized past service cost xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Net liability xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Current service cost 7.4 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Interest on obligation 7.4 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Net actuarial losses recognized in the year xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Past service cost - non-vested xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Total included in employee benefit expense 7.90 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Post retirement
Leave encashment Pension Total
7.4 Changes in the present value of defined benefit obligation Free medical facility Travel facility
are as follows: Note 2009 2008 2009 2008 2009 2008 2009 2008 2009 2008
Page 9 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
------------------------------------------(Rupees in thousand)------------------------------------------
Opening defined benefit obligation xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Service cost 7.3 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Interest cost 7.3 xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Actuarial losses xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Benefits paid xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Closing defined benefit obligation xxxx xxxx xxxx xxxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
7.6 The effect of one percentage movement in assumed rates would have following effects:
2009 2008
One % One % One % One %
point point point point
increase decrease increase decrease
---------------------(Rupees in thousand)---------------
Effect on the aggregate of the service cost and interest cost xxxx xxxx xxxx xxxx
Effect on defined benefit obligation xxxx xxxx xxxx xxxx
7.7 Deficit for current and previous four years are as follows:
Post retirement free medical facility
2009 2008 2007 2006 2005
----------------------------(Rupees in thousand)-----------------------
Defined benefit obligation xxx xxx xxx xxxx xxx xxx xxx xxx xxx xxx
Experience adjustment on plan liabilities xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Page 10 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
Experience adjustment on plan liabilities xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Pension
2009 2008 2007 2006 2005
----------------------------(Rupees in thousand)-----------------------
Defined benefit obligation xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Experience adjustment on plan liabilities xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
2009 2008
7.8 Estimated future contributions (Rupees in thousand)
Page 11 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
Note (Rupees in thousand)
8. DEFERRED REVENUE - LEASE RENTALS
Balance as on 01 July xxx xxx xxx xxx
Receipt during the year xxx xxx xxx xxx
Rentals recognized in revenue for the year xxx xxx xxx xxx
Balances as on 30 June xxx xxx xxx xxx
Less: current portion shown in unearned revenue xxx xxx xxx xxx
xxx xxx xxx xxx
9. TRADE AND OTHER PAYABLES
Creditors for:
- Fuel 9.1 xxx xxx xxx xxx
- stores and spare parts 9.2 xxx xxx xxx xxx
Accrued liabilities xxx xxx xxx xxx
Freight deposits account xxx xxx xxx xxx
Earnest money received from contractors xxx xxx xxx xxx
Mobilization and other advances xxx xxx xxx xxx
Exchange risk, management and commitment fee payable xxx xxx xxx xxx
Accrued mark up / interest xxx xxx xxx xxx
Tax deducted at source xxx xxx xxx xxx
Sales tax payable xxx xxx xxx xxx
Payable to employees' benefits 9.3 xxx xxx xxx xxx
Unearned revenue xxx xxx xxx xxx
Other payables xxx xxx xxx xxx
xxx xxx xxx xxx
9.1 This includes an aggregate sum of Rupees _______ (2008: Rupees ___________) payable to subsidiaries and
Rupee (2008: Rupees ) other related parties.
9.2 Included herein is a sum of Rupees __________ (2008: Rupees _________ ) payable to subsidiaries and a sum
of Rupees (2008: Rupees ) payable to other related parties.
9.3 Payable to employees' benefits
Staff benefit fund xxx xxx xxx xxx
Benevolent fund xxx xxx xxx xxx
Staff welfare fund xxx xxx xxx xxx
xxx xxx xxx xxx
10. SHORT TERM BORROWING
Short term running finance facility (Ways and Means Advance) available from State Bank of Pakistan (SBP)
amounting to Rupees 4000 million (2008: Rupee 4000 million). Markup is charged on daily product basis at
last quarterly average rate of auction of Government of Pakistan treasury bills. Penal interest equal to 400
basis points plus normal markup rate is charged on the outstanding balance exceeding the limit of Rupees
4000.000 million.
11. CONTINGENCIES AND COMMITMENTS
11.1 Contingencies
Pakistan Railways has the following significant contingent liabilities in respect of legal claims arising in the
ordinary course of business.
11.2 Commitments
a) Capital Commitments
Capital expenditure contracted for at statement of financial position
Property, plant and equipment xxx xxx xxx xxx
Intangible assets xxx xxx xxx xxx
Others xxx xxx xxx xxx
xxx xxx xxx xxx
Page 12 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
12.1 Reconciliation of the carrying amounts at the beginning and end of the year is as follows:
Operating Fixed Assets
Freehold land Leasehold Buildings on Buildings on Rolling Tracks and Signalling Plant and IT equipment Motor Total
---------------------------------------------------------------------------------------------------------------------R u p e e s in t h o u s a n d ----------------------------------------------------------------------------------------------------
At 01 July 2007
Cost / assessed value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Net Book Value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Year ended 30 June 2008
Opening net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Additions xxxx
Disposals
Cost / assessed value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Depreciation charge xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Closing net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
At 30 June 2008
Cost / assessed value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Net Book Value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Year ended 30 June 2009
Opening net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Additions xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Surplus on Revaluation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Disposals
Cost / assessed value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Depreciation charge xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Closing net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
At 30 June 2009
Cost / assessed value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Net Book Value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Rate of depreciation in % xx xx xx xx xx xx xx xx xx xx xx
Page 13 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
Note (Rupees in thousand)
12.1.1 The depreciation charge for the year has been allocated as follows:
Cost of services 20 xxx xxx xxx xxx
Administrative and selling expenses 21 xxx xxx xxx xxx
Capitalized during the year
Rolling stock xxx xxx xxx xxx
Track work and infrastructure xxx xxx xxx xxx
Civil works xxx xxx xxx xxx
Capital work in progress - others xxx xxx xxx xxx
Work in process xxx xxx xxx xxx
xxx xxx xxx xxx
xxx xxx xxx xxx
12.1.2 If property, plant and equipment were stated on historical cost basis, the amounts would be as follows:
Buildings
Freehold Rolling Tracks and Signalling Plant and IT Motor
on freehold Total
land stock infrastructure equipment machinery equipments vehicles
land
_______________________________ Rupees in thousands________________________________
At 30 June 2009
Cost xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
At 30 June 2008
Cost xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Accumulated depreciation xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Net book value xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx xxxx
Page 14 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
Note (Rupees in thousand)
12.2 Capital work in progress
Rolling stock xxx xxx xxx xxx
Track work and infrastructure xxx xxx xxx xxx
Civil works xxx xxx xxx xxx
Capital work in progress - others xxx xxx xxx xxx
Inventories held for capital expenditure (12.2.1) xxx xxx xxx xxx
Advances for land and other capital expenditure xxx xxx xxx xxx
xxx xxx xxx xxx
2009 2008
Note (Rupees in thousand)
14.1 Computer softwares
Reconciliation of the carrying amounts at the beginning and end of the year is as follows:
Balance as at 01 July
Cost xxx xxx xxx xxx
Accumulated amortization xxx xxx xxx xxx
Net book value xxx xxx xxx xxx
Movement during the year
Additions during the year xxx xxx xxx xxx
Amortization charge for the year xxx xxx xxx xxx
Balance as at 30 June
Cost xxx xxx xxx xxx
Accumulated amortization xxx xxx xxx xxx
xxx xxx xxx xxx
Net book value xxx xxx xxx xxx
Rate of amortization in % xx xx
Subsidiaries
Railway Constructions Pakistan Limited (RAILCOP) xxx xxx xxx xxx
Pakistan Railway Advisory and Consultancy Services Limited (PRACS) xxx xxx xxx xxx
xxx xxx xxx xxx
Other - West Pakistan Road Transport Company xxx xxx xxx xxx
Provision for impairment xxx xxx xxx xxx
xxx xxx xxx xxx
Page 15 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
16. TRADE AND OTHER RECEIVABLES Note (Rupees in thousand)
16.1.1 House building and motor car loans are repayable in _____ years, whereas motorcycle / scooter and
cycle loans are repayable in __ years. Interest at the rate ranging between __% and __% (2008: __%
and __%) per annum is charged on these loans.
16.2.2 As at 30 June 2009, trade receivables of Rupees _________ (2008 : Rupees ______________ ) were
past due but not impaired. These relate to a number of independent customers from whom there is
no recent history of default. The ageing analysis of these trade receivables is as follows:
Page 16 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
2009 2008
Note (Rupees in thousand)
16.2.3 As at 30 June 2009, trade receivables of Rupees __________ (2008 : Rupees _________ ) were
impaired and provided for. The ageing analysis of these trade receivables is as follows:
2009 2008
Note (Rupees in thousand)
17.1 Stores and spare parts including in transit amounting to Rupees 17.1.1 xxx xxx xxx xxx
____________ (2008: Rupees __________ )
Less: Provision for obsolescence xxx xxx xxx xxx
xxx xxx xxx xxx
Page 17 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
17.1.1 This includes a sum of Rupees __________ (2008: Rupees ___________ ) which represents the cost of
stores and spares not in possession of Pakistan Railways.
Cash at bank (account XI), including remittances in transit of xxx xxx xxx xxx
Rupees ____________ (2008: Rupees _________)
Cash in hand xxx xxx xxx xxx
xxx xxx xxx xxx
19. REVENUE
Passengers xxx xxx xxx xxx xxx xxx
Goods xxx xxx xxx xxx xxx xxx
Others xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx
20. COST OF SERVICES - OTHERS
2009 2008
Note (Rupees in thousand)
21. ADMINISTRATIVE AND SELLING EXPENSES
Employee related expenses xxx xxx xxx xxx
Employees retirement benefits xxx xxx xxx xxx
Utilities xxx xxx xxx xxx
Repairs and maintenance xxx xxx xxx xxx
Rent, rates, electricity and telephone xxx xxx xxx xxx
Communication xxx xxx xxx xxx
Travelling xxx xxx xxx xxx
Stationery xxx xxx xxx xxx
Professional services xxx xxx xxx xxx
Page 18 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements
Loans to deceased employees written off xxx xxx xxx xxx
Inventories written off xxx xxx xxx xxx
Provision for obsolete inventories xxx xxx xxx xxx
Provision for impairment of trade and other receivables 16.2.1 xxx xxx xxx xxx
Financial assistance to the families of deceased employees xxx xxx xxx xxx
Advertisement xxx xxx xxx xxx
Depreciation 12.1.1 xxx xxx xxx xxx
Amortization of intangible assets xxx xxx xxx xxx
Others xxx xxx xxx xxx
xxx xxx xxx xxx
22. OTHER EXPENSES
Loss on disposal of property, plant and equipment xxx xxx xxx xxx
Exchange losses xxx xxx xxx xxx
Contribution to staff benevolent fund xxx xxx xxx xxx
Others xxx xxx xxx xxx
xxx xxx xxx xxx
23. OTHER INCOME
Income from financial assets
Interest on loans and advances to employees xxx xxx xxx xxx
Income from assets other than financial assets
Net gain on disposal of property, plant and equipment xxx xxx xxx xxx
Others
Gain on deposit works / construction contracts xxx xxx xxx xxx
Recoveries of trade and other receivables written off xxx xxx xxx xxx
Sale of scrap xxx xxx xxx xxx
Miscellaneous xxx xxx xxx xxx
xxx xxx xxx xxx
24. FINANCE COSTS
Mark-up/ interest/ commitment charges on:
Long term borrowings xxx xxx xxx xxx
Short term borrowing xxx xxx xxx xxx
Interest on general provident fund scheme xxx xxx xxx xxx
Management fee xxx xxx xxx xxx
Exchange risk coverage fee xxx xxx xxx xxx
xxx xxx xxx xxx
25. It represents the grant from federal government to meet the operational short fall suffered by Pakistan
Railways in respect of providing services on non profitable trains and charging fare at lower rates
under Public Service Obligation (PSO) to facilitate general public and government departments.
Page 19 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
Note (Rupees in thousand)
26. TRANSACTIONS WITH RELATED PARTIES
Key management includes chairman, member finance, general managers, and other principals
officers. The compensation paid or payable to key management for employee services is shown
Risk management is carried out by the _Authority / Committee___. The Committee provides
principles for overall risk management, as well as policies covering specific areas such as currency
risk, other price risk, interest rate risk, credit risk and liquidity risk.
(a) Market risk
(i) Currency risk
Currency risk is the risk that the fair value or future cash flows of a financial instrument will
fluctuate because of changes in foreign exchange rates. Currency risk arises mainly from
future commercial transactions and payables that exist due to transactions in foreign
Pakistan Railways' exposure to currency risk arising from currency exposure to the US
Dollar (USD), Japanese Yen (Jy) on amounts payable to the suppliers and long term
financing is efficiently hedged. Pakistan Railways has obtained foreign currency loans from
various agencies and countries most of which are covered under the exchange risk coverage
by the Government of Pakistan. Under this arrangement, Pakistan Railways is to make
payment in Pak Rupees to Government of Pakistan for onward payment to the lender
according to amortization schedule. The exchange gain / loss on payments to suppliers is
b b P ki R il
The following significant exchange rates were applied during the year:
2009 2008
Rupees per US Dollar
Page 20 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
instrument will fluctuate because of changes in market prices (other than those arising from
interest rate risk or currency risk), whether those changes are caused by factors specific to
the individual financial instrument or its issuer, or factors affecting all similar financial
instrument traded in the market. Pakistan Railways is not exposed to commodity and equity
price risk.
This represents the risk that the fair value or future cash flows of a financial instrument will
fluctuate because of changes in market interest rates.
Pakistan Railways has no long-term interest-bearing assets. Pakistan Railways' interest rate
risk arises from short term borrowing and long term financing. Borrowings obtained at
variable rates expose Pakistan Railways to cash flow interest rate risk.
At the statement of financial position date the interest rate profile of Pakistan Railways'
interest bearing financial instruments was:
2009 2008
(Rupees in thousand)
Fixed rate instruments
Financial liabilities
Long term borrowings xxx xxx xxx xxx
Floating rate instruments
Financial liabilities
Long term borrowings xxx xxx xxx xxx
Short term borrowing xxx xxx xxx xxx
Pakistan Railways does not account for any fixed rate financial assets and liabilities at fair
value through profit or loss. Therefore, a change in interest rate at the statement of financial
position date would not affect profit or loss of Pakistan Railways.
If interest rates, at the year end date, fluctuates by 1% higher / lower with all other variables
held constant, profit / (loss) for the year would have been Rupees ________ lower / higher
(2008: Rupees _________ higher / lower) respectively, mainly as a result of higher / lower
interest expense on floating rate borrowings in the year ended 30 June 2009 and higher /
lower interest expense in the year ended 30 June 2008.This analysis is prepared assuming
the amounts of floating rate instruments outstanding at statement of financial dates were
outstanding for the whole year.
Page 21 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
Credit risk represents the risk that one party to a financial instrument will cause a financial loss
for the other party by failing to discharge an obligation. The carrying amount of financial assets
represents the maximum credit exposure. The maximum exposure to credit risk at the reporting
date was as follows:
2009 2008
(Rupees in thousand)
Trade and other receivables xxx xxx xxx xxx xxx xxx
Bank balances xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx
The credit quality of financial assets that are neither past due nor impaired can be assessed by
reference to external credit ratings (If available) or to historical information about counterparty
default rate.
Due to the Pakistan Railways long standing business relationships with these counterparties and
after giving due consideration to their strong financial standing, management does not expect
non-performance by these counter parties on their obligations to Pakistan Railways. Accordingly
the credit risk is minimal.
Liquidity risk is the risk that an entity will encounter difficulty in meeting obligations associated
with financial liabilities.
Pakistan Railways' approach to managing liquidity is to ensure, as far as possible, that it will
always have sufficient liquidity to meet its liabilities when due, under both normal and stressed
conditions, without incurring unacceptable losses or risking damage to the Pakistan Railways
reputation. Inspite the fact that Pakistan Railways is in a negative working capital position,
management believes the liquidity risk to be low.
The table below analysis Pakistan Railways financial liabilities into relevant maturity groupings
based on the remaining period at statement of financial positions to the contractual maturity date.
The amounts disclosed in the table are the contractual undiscounted cash flows. Balances due
within 12 months equates to their carrying balances as the impact of discounting is not
i ifi t
Carrying Contractual Less than 1 Between 1 Over 5
Amount cash flows year and 5 years years
---------------------- (Rupees in thousand) ----------------------
30 June 2009
Long term borrowings xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Trade and other payables xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Short term borrowing xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Page 22 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
Trade and other payables xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
Short term borrowing xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx xxx xxx xxx xxx
The contractual cash flows relating to the above financial liabilities have been determined on the
basis of mark-up rates effective as at 30 June. The rates of mark up have been disclosed in
respective notes to the financial statements.
27.2 Fair values of financial assets and liabilities
The carrying values of all financial assets and liabilities reflected in financial statements
approximate their fair values. Fair value is determined on the basis of objective evidence at each
reporting date.
27.3 Financial instruments by categories
Financial liabilities at
amortized cost
(Rupees in thousand)
Liabilities as per statement of financial position
Long term borrowings xxx xxx xxx
Security deposits xxx xxx xxx
Short term borrowing xxx xxx xxx
Trade and other payables xxx xxx xxx
xxx xxx xxx
Assets at fair
value
Loans and
through Total
receivables
profit and
loss
(Rupees in thousand)
As at 30 June 2008
Assets as per statement of financial position
Trade and other receivables xxx xxx xxx xxx xxx xxx
Cash and bank balances xxx xxx xxx xxx xxx xxx
xxx xxx xxx xxx xxx xxx
Financial liabilities at
amortized cost
(Rupees in thousand)
Liabilities as per statement of financial position
Long term borrowings xxx xxx xxx
Security deposits xxx xxx xxx
Trade and other payables xxx xxx xxx
xxx xxx xxx
Page 23 of 35
PAKISTAN RAILWAYS APPENDIX XX
Notes to the Financial Statements 2009 2008
Pakistan Railways' objectives when managing capital are to safeguard Pakistan Railways' ability to
continue as a going concern in order to provide benefits for stakeholders and to maintain healthier
capital ratios in order to support its operations. Pakistan Railways' manages its capital structure and
makes adjustments to it, in the light of changes in economic conditions. To maintain or adjust the
capital structure, Pakistan Railways is support by Federal Government of Pakistan.
The gearing ratio as at year ended 30 June 2009 and 30 June 2008 is as follows:
There are no significant events after the date of statement of financial position that are to be adjusted
or required disclosure.
Corresponding figures have been rearranged or reclassified, wherever necessary, for the purpose of
comparison.
31. GENERAL
_________________________ _______________________________________________________
General Manager, Operations Financial Advisor & Chief Accounts Officer, Pakistan Railways
Page 24 of 35
APPENDIX XX
Statement of Compliance
These financial statements have been prepared in accordance with the requirements of
International Financial Reporting Standards (IFRSs) issued by International Accounting
Standards Board (IASB) as applicable in Pakistan.
Basis of Preparation
These financial statements have been prepared under the historical cost convention
except modified by recognition of operating fixed assets at assessed values (deemed
cost), certain employee benefits at present value and certain financial instruments
carried at their fair value.
These financial statements are presented in Pakistani Rupees which is the Pakistan
Railways' functional and presentation currency.
Page 25 of 35
APPENDIX XX
economic benefits embodied in the assets, the method is changed to reflect the
changed pattern. Such change is accounted for as change in accounting estimates in
accordance with IAS 8, "Accounting Policies, Changes in Accounting Estimates and
Errors".
Employee benefits
The cost of the defined benefit plans is determined using actuarial valuation. The
actuarial valuation involves making assumptions about discount rates, future salary
increases and mortality rates. Changes in these assumptions in future years may affect
the liability under these plans in those years.
Cost
Operating fixed assets are initially recognized at cost. Cost comprises of purchase price,
including import duties and non-refundable purchase taxes, after deducting trade
discounts and rebates and other costs directly attributable to bringing the asset to the
location and condition necessary for it to be capable of operating in the manner
intended by the management.
Subsequent to initial recognition, operating fixed assets are carried at assessed value
being their fair value at the date of revaluation less accumulated depreciation and
impairment losses, if any. Land and tunnels are not depreciated.
Depreciation
Derecognition
Page 26 of 35
APPENDIX XX
Impairment Test
Pakistan Railways assesses at each statement of financial position date whether there is
any indication that property, plant and equipment may be impaired. If such indication
exists, the carrying amounts of such assets are reviewed to assess whether they are
recorded in excess of their recoverable amount. Where carrying values exceed the
respective recoverable amount, assets are written down to their recoverable amounts
and the resulting impairment loss is recognized in the income statement for the year.
The recoverable amount is the higher of an asset's fair value less costs to sell and value
in use. Where an impairment loss is recognized, the depreciation charge is adjusted in
the future periods to allocate the asset's revised carrying amount over its estimated
useful life.
Capital work in progress (assets under construction), represents ongoing Public Sector
Development Programme (PSDP) projects / schemes, is stated at cost less any identified
impairment loss.
Investment Property
Property not held for own use or for sale in the ordinary course of business is classified
as investment property. The investment property of Pakistan Railways comprises land
and buildings and is valued using the cost method, i.e. cost less any accumulated
depreciation and any identified impairment loss.
Investment by Government
Page 27 of 35
APPENDIX XX
Government Grants
Investments
Investments are initially measured at fair value plus transaction costs directly
attributable to acquisition, except for Investment at fair value through profit or loss
which is measured initially at fair value.
Pakistan Railways assesses at the end of each reporting period whether there is any
objective evidence that investments are impaired. If any such evidence exists, Pakistan
Railways applies the provisions of IAS 39 Financial Instruments: Recognition and
Measurement to all investments, except investments in subsidiaries and associates,
which are tested for impairment in accordance with the provisions of IAS 36
"impairment of Assets".
Investment in subsidiaries
Investments in subsidiaries are stated at cost less impairment loss, if any, in accordance
with the provision of IAS 27, Consolidated and Separate Financial Statements.
Held-to-maturity
Investments with fixed or determinable payments and fixed maturity are classified as
held to maturity when Pakistan Railways has the positive intention and ability to hold to
maturity.
Investments intended to be held for an undefined period are not included in this
classification. Other long-term investments that are intended to be held to maturity are
subsequently measured at amortized cost. This cost is computed as the amount initially
Page 28 of 35
APPENDIX XX
Available-for-sale
Investments intended to be held for an indefinite period of time, which may be sold in
response to need for liquidity, or changes to interest rates or equity prices are classified
as available for sale. These are sub-categorized as under:
Quoted
Unquoted
Available for sale investments in unquoted equity instruments are carried at fair value
determined on the basis of appropriate valuation techniques as allowed by IAS 39
"Financial Instruments: Recognition and Measurement". However, if the range of
reasonable fair value estimates is significant and the probabilities of the various
estimates cannot be reasonably assessed, then these investments are stated at cost.
Intangible Assets
Pakistan Railways assesses at each statement of financial position date whether there is
any indication that intangible assets may be impaired. If such indication exists, the
carrying amounts of such assets are reviewed to assess whether they are recorded in
excess of their recoverable amounts. Where carrying values exceed the respective
recoverable amounts, assets are written down to their recoverable amounts and the
resulting impairment loss is recognized in the income statement for the year. The
recoverable amount is the higher of an asset's fair value less costs to sell and value in
Page 29 of 35
APPENDIX XX
use. Where an impairment loss is recognized, the amortization charge is adjusted in the
future periods to allocate the asset's revised carrying amount over its estimated useful
life.
Revenue
Tickets sold in advance and cargo booked for which trains are scheduled after the year
end are reported as unearned revenue.
Dividend income and entitlement of bonus shares are recognized when right to receive
such dividend and bonus shares is established.
Interest Income
Interest income is recognized on time proportion basis using the effective interest rate
method.
Lease rentals are recorded in the income statement on time proportion basis over the
lease term of the arrangement.
Liabilities for trade and other amounts payable are initially recognized at fair value
which is normally the transaction cost.
Provisions
Provisions are recognized when Pakistan Railways has a present obligation (legal or
constructive) as a result of past event, if it is probable that an outflow of resources
embodying economic benefits will be required to settle the obligation and a reliable
estimate of the amount can be made. Provisions are reviewed at each statement of
financial position date and adjusted to reflect the current best estimate.
Impairment Of Assets
The carrying amounts of the assets are reviewed at each statement of financial position
date to determine whether there is any indication of impairment. If such indication
exists, the recoverable amount of such asset is estimated. An impairment loss is
recognized wherever the carrying amount of the asset exceeds its recoverable amount.
Impairment losses are recognized in the income statement. A previously recognized
Page 30 of 35
APPENDIX XX
impairment loss is reversed only if there has been a change in the estimates used to
determine the asset's recoverable amount since the last impairment loss was
recognized. If that is the case, the carrying amount of the asset is increased to its
recoverable amount. That increased amount cannot exceed the carrying amount that
would have been determined, net of depreciation, had no impairment loss been
recognized for the asset in prior years. Such reversal is recognized in the income
statement.
Inventories
Cost of inventories of items that are not ordinarily interchangeable and goods or
services produced and segregated for specific projects is assigned by using specific
identification of their individual costs. Cost of remaining inventories is assigned by
using the weighted average cost formula. Cost formulae are applied consistently to all
inventories having a similar nature and use to Pakistan Railways.
Inventories in transit are valued at cost comprising invoice value plus other charges
paid thereon.
Trade and other receivables are carried at original invoice amount less provision for
impairment, if any.
Cash and cash equivalents comprise cash in hand, cash at banks on current accounts
and other short term highly liquid instruments that are readily convertible into known
amounts of cash and which are subject to insignificant risk of changes in values.
Page 31 of 35
APPENDIX XX
All borrowings are initially recognized at the fair value less directly attributable
transaction costs. Difference between the fair value and the proceeds of borrowings is
recognized as income or expense in the income statement.
Subsequent to initial recognition, borrowings are measured at amortized cost using the
effective interest rate method.
Gains and losses are recognized in the income statement when the liabilities are
derecognized as well as through the amortization process.
Foreign currency transactions are translated into the functional currency using the
exchange rates prevailing at the date of the transactions. Foreign exchange gains and
losses resulting from the settlement of such transactions and from the translation at year
end exchange rates of monetary assets and liabilities denominated in foreign currency
are recognized in the income statement.
Foreign exchange gains and losses that relate to borrowings and cash and cash
equivalents are presented in the income statement within other income or expenses.
All other foreign exchange gains and losses are presented in the statement of
comprehensive income.
Exchange risk fee are presented in the income statement within finance cost.
Financial Instruments
Financial instruments comprise long term loans, trade debts, loans and receivables,
cash and bank balances, borrowings and trade and other payables.
Financial assets and liabilities are initially recognized at fair value at the time the
Pakistan Railways becomes a party to the contractual provisions of the instruments.
The particular measurement methods adopted are disclosed in the individual policy
statements associated with each item.
Financial assets are derecognized when Pakistan Railways loses control of the
contractual rights that comprise the financial asset. Pakistan Railways loses such control
if it realizes the rights to benefits specified in contract, the rights expire or the Pakistan
Railways surrenders those rights. Financial liabilities are derecognized when the
obligation specified in the contract is discharged, cancelled or expired. Any gain or loss
on subsequent measurement and derecognition is charged to income statement for the
year.
Off Setting
Financial assets and liabilities are offset and net amount is reported in the financial
statements when there is a legally enforceable right to setoff and Pakistan Railways
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APPENDIX XX
intends either to settle on a net basis or to realize the asset and settle the liabilities
simultaneously.
Construction Contracts
Borrowing Cost
Borrowing costs that are directly attributable to the qualifying assets are capitalized as a
part of the cost of that asset upto the date of commissioning of the related assets. All
other borrowing costs are recognized as expense in the period in which these are
incurred.
Employee Benefits
The main features of the funds and schemes operated by Pakistan Railways for its
employees are as follows:
Welfare fund
Pakistan Railways established Welfare Fund in the year 1969 and is governed by The
West Pakistan Railways Servants Welfare Fund (Amendment) Ordinance, 1984.
Contributions are deducted from the salaries of employees according to the approved
rates, except for the contributions of employees having pay scales BS-1 to BS-15, which
are borne by the Pakistan Railways and paid in the fund. These contributions are
recognized as an expense in the income statement as and when incurred.
The funds collected / deducted are utilized for meeting the expenses on arrangements
made with an insurance company for the group insurance of Pakistan Railways
employees. Any sum remaining is utilized for benefits of employees and their families
by the fund.
Benevolent fund
Page 33 of 35
APPENDIX XX
Pakistan Railways established Benevolent Fund effect from 01 July 1969, and is
governed by The West Pakistan Servants Benevolent Fund Ordinance, 1969. The
fund is established for the benefit of the invalidated as well as for the bereaved of the
deceased Pakistan Railways employees. The liability of Pakistan Railways is limited to
the extent of deductions made from pay according to approved rates and to pay them
into the fund. Pakistan Railways contribution to the benevolent fund, if any, is
recognized as expenses in the income statement as and when incurred.
General provident fund scheme was established under the Provident Fund Act, 1925.
Subscription to the fund is compulsory for all Federal Government employees having
rendered service for more than two years. The monthly subscription is made by
deduction from pay at uniform rates based on basic pay scale with effect from 1 July
1987. It is non contributory unfunded scheme. Interest on balance payable is
calculated at the rates notified by the Government of Pakistan.
Staff benefit is an unfunded scheme established for the welfare of distressed workers,
orphans, widows, Hafiz-e-Quran, needy and poor employees. The funds are allocated
through the annual budget of Pakistan Railways by the Ministry of Railways. No
contributions are received from employees. The provision for the staff benefit scheme is
recognized in the period on receipt of budget from Ministry of Railways.
Pension
An unfunded pension scheme was introduced by the Federal Government vide Ministry
of Finance office memorandum No. (4) F.12 (2)-R.1/53 dated 24 March 1954. The
scheme was adopted by Pakistan Railways subsequent to year 1966 and payment is
governed by the rules contained in the Pakistan Railways Establishment Code volume II.
Leave encashment
Pakistan Railways has provided Leave Encashment option to its employees. A total of
48 days leave per year (4 days per month) are allotted to each employee as Earned
Leaves. Un-availed leaves can be accumulated with no maximum limits. The
employees have an option to avail the accumulated leaves as Leave Preparatory to
Retirement (LPR). However, encashment is allowed upto maximum of 180 days leave
pay.
Page 34 of 35
APPENDIX XX
Pakistan Railways has established its own medical set up comprising of hospitals,
dispensaries and qualified doctors to provide free medical treatment to its retired
employees and their dependants. Under exceptional cases reimbursement of medical
treatment is also allowed.
Pakistan Railways provides free / concessional travelling facility to its retired employees
and their family members. The entitlement of free travelling facility is determined by the
Pakistan Railways administration as amended from time to time.
Provisions are made annually to cover obligation under the defined benefits schemes,
by way of a charge to the income statement, calculated in accordance with the
actuarial valuation under the projected unit credit method. Actuarial valuations of these
schemes are carried out at regular intervals. The latest actuarial valuations of the above
schemes were carried out as on 30 June 2009, using the Projected Unit Credit
Method. Actuarial gains / losses are recognized in the statement of comprehensive
income in the period of occurrence.
Segment Reporting
Operating segments are reported in a manner consistent with the internal reporting
provided to the chief operating decision-maker. The chief operating decision-maker,
who is responsible for allocating resources and assessing performance of the operating
segments, has been identified as the senior management that makes strategic decisions.
Page 35 of 35
PAKISTAN RAILWAYS CODE FOR THE ACCOUNTS DEPARTMENT
APPENDIX XXI
INDEX
GRANT-EXPENDITURE ANALYSIS 6
PROGRAM REPORT 7
REVENUE STATEMENT 8
APPENDIX XXI
PAKISTAN RAILWAYS
CIVIL ACCOUNTS
REVENUE AND EXPENDITURE STATEMENT FOR THE MONTH OF ____________
( In Unit of Rupees)
Minor Head of Accounts CURRENT YEAR PREVIOUS YEAR
Variance Variance
Code Description This Month To Date Budget This Month To Date Budget
% %
CURRENT
DEVELOPMENT
Page 1 of 8
APPENDIX XXI
PAKISTAN RAILWAYS
CIVIL ACCOUNTS
REVENUE AND EXPENDITURE STATEMENT FOR THE MONTH OF ____________
( In Unit of Rupees)
Minor Head of Accounts CURRENT YEAR PREVIOUS YEAR
Variance Variance
Code Description This Month To Date Budget This Month To Date Budget
% %
CAPITAL RECEIPTS
PUBLIC DEBT
DOMESTIC DEBT
Page 2 of 8
APPENDIX XXI
PAKISTAN RAILWAYS
PUBLIC ACCOUNT (OBJECT ELEMENT 'F' & 'G') AS ON _________________
Total
Page 3 of 8
APPENDIX XXI
PAKISTAN RAILWAYS
STATEMENT OF CASH FLOWS FOR THE MONTH OF __________________
Page 4 of 8
APPENDIX XXI
PAKISTAN RAILWAYS
TOTAL: XXXX
Page 5 of 8
PAKISTAN RAILWAYS APPENDIX XXI
CIVIL ACCOUNTS FOR THE MONTH OF ____________
EXPENDITURE STATEMENT - CONSOLIDATED FUND
GRANT EXPENDITURE ANALYSIS
FUNCTION
Economic Function
Minor Function
Detailed Function
Division/Department
( In Rupees)
Detailed Head of Accounts CURRENT YEAR PREVIOUS YEAR
Page 6 of 8
PAKISTAN RAILWAYS APPENDIX XXI
PROGRAM REPORT (PSDP PROJECTS)
FOR THE MONTH OF ____________
( In Unit of Rupees )
Allocation for the Month Actual Expenditure for the Month Expenditure as Compared with Final Grant / Allocation Excess / (Saving)
Internal Internal Foreign Loan Internal Total
Sr. Name, Location & Status of the Foreign Loan
Local Currency Foreign Exchange Foreign
No. Scheme / Project Total Local Foreign Total Local Foreign
Residual / Residual / Residual / Loan Amount % % % Amount %
Original Final Original Supplementary Final Original Supplementary Final Currency Exchange Currency Exchange
Modification Modification Modification
Capital
Total - Capital
Replacement
Total - Replacement
Total (Railways)
Page 7 of 8
APPENDIX XXI
PAKISTAN RAILWAYS
CIVIL ACCOUNTS FOR THE MONTH OF ______________
REVENUE STATEMENT - CONSOLIDATED FUND
Total
Page 8 of 8