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CENTRAL PUBLIC WORKS

DEPARTMENT CODE

A P P L IC A B L E T O T H E F E D E R A L C IV IL S E R V A N T S IN P A K IS T A N
Corrected & Modified
By

H A M I D ALI ZAKA A L I
(M.A., M.Ed. LL.B.) (ADVOCATE)

(Exponents of Civil Service, Labour, Taxation & General Laws)

Upto-date Amendments Incorporated


REVISED EDITION

THE IDEAL PUBLISHERS


(PUBLICATIONS OF LAW BOOKS)
Post Box No. 3514, Karachi - 74800
TABLE OF CONTENTS.

Paragraph(s).

S EC T IO N I---IN TR O D U C TO R Y 1-3

S EC T IO NII--- ESTABLISHMENT
AND M ISCELLANEOUS
---
A .—G eneral .. .. .. .. .. 4-6
B.—Annual and other reports on engineering subordinates .. 7-8
C.—Em ploym ent on Local Fund W orks .. .. 9
D.—Temporary and work-charged establishm ent.. .. 10-12
E.—Police and other guards .. .. .. 13-14
F.—M edical establishm ent .. .. 15
G.—Cashiers .. .. .. 16
H.—Form s and records .. . . . . 17-18
I.—Transfers of divisional and sub-divisional charges 19-26

S EC T IO N I---
DUTIES OF OFFICERS OF THE PUBLIC —
WORKS DEPARTMENT

A.— Chief Engineer .. .. .. 27-31


B.— Superintending Engineer .. .. 32-39
C.— Divisional Officer ... .. .. 40-50
D.— Sub-Divisional Officer .. .. 51

S EC T IO NIV.—WORKS—
A.— Classification of the operations of the Public W orks
Department .. .. .. ..
B.— Basic rules applicable to all central works executed by the
Public W orks Department .. .. ..
(a) Administrative approval .. ..
(b) Expenditure sanction .. .. ..
(c) Technical sanction. ... .. ..
(d) Appropriation and re-appropriation .. ..
(e) Sum mary .. .. .. ..
C.— Powers of authorities to accord approval or sanction
central
to works—
(a) General .. .. .. ..
(b) Administrative approval .. ..
(c) Excesses over amount administratively approved
(d) Expenditure sanction .. .. .
(e) Modifications in expenditure sanction ..
(/) Technical sanction ... ..
(g) Excesses over technical sanction ..
(A) Modifications in amount technically sanctioned
(i) Technical sanction to component parts of a project
(j) Appropriation and re-appropriation
D.— Lapse of sanction ... .. .. .
E.—Communication to audit of approvals and sanctions ..
F.— Rules to be observed before, during and after
executi
the o n of works
(a )General rules .. ..
(b) Estimates .. .. ..
(c) Scope of the sanction to an estimate
(d) Preliminary operations—
1. Land Acquisition
2. Calling for and acceptance Of tenders
( e) Rules to be observed during construction—
1. General .. ..
2. Supplementary estimates
3. Revised estimates ..
(/f) Procedure on completion of a work
G.—Special rules for petty works .. ..
H.—Special rules regarding repairs .. ..
I.—Deposit works ..

S EC T IO NV.—BUILDINGS—
A.—Fixtures .. .. ..
B.—Furniture in residences of high officials
C.—Purchase of buildings .. ..
D.—Sale or dismantlement of buildings ,.
E.—Renting of buildings.. .. ..
F.—Insurance of buildings .. ..
G.—Use of public buildings as residences ..
H.—Register of Immovable Government Properties

S EC T IO NV—STORES
A.— General .. .. .. ..
B.— Purchase, m anufacture and repairs of stores .
G-.— Sale and write-off of stores .. .. ..
D.— Stock taking .. .. ..
E.—Mathematical Instruments .. ..
F.—Storekeepers .. .. ..
G.—Powers of minor local Governments and of officers of
the Public Works Department in relation to the sale
and write-off of stores .. .. ..

APPENDIX.—Powers of authorities to accord administrative approval to works


required to meet the needs of the Central Departments specified
GOVERNMENT OF PAKISTAN
Central Public Works Department Code.
SECTION I—INTRODUCTORY
1) This Code is intended to define the scope of the functions of minor local
Governments in respect of central works, as also of officers of the Public Works
Department working either directly subordinate to or under the control of authorities
directly subordinate to the Governor-General. It does not apply to works carried out
otherwise than through the agency of the Public Works Department, nor should
anything in it be deemed to override any special rules laid down by the
Government of Pakistan for application to special classes of works, e. g., the Rules
for the management of Governor-General's Estates.
1-A)
a) All original works and special repairs, costing more than Rs. 2,500 relating
to Central Civil buildings and communications shall be executed through the
•fe- Agency of the Public Works Department, Central or Provincial, as the case may
be. In exceptional cases in which the Public Works Department is not employed for
the execution of such works and repairs, the Audit Department shall invariably be
consulted at the initial stage, /. e., prior to an agreement being entered into with an
architect or contractor, so that suitable provision may " be made, so far as
possible, .for normal audit check and financial control.
b)
i. Original works and special repairs costing Rs. 2,5GQ or less and all ordinary
repairs, irrespective of their cost, relating to buildings the administrative control of
which vests in the heads of Departments, shall be executed by them without
reference to the Public Works Department except where it is not possible for the
heads of Departments to do so.
ii. As an exception to this rule, all works on, and repairs to, such of the buildings in
Lahore, as are under the charge of Central Civil Departments (other than the Civil
Aviation Department) will be executed by the Central Public Works Department on
payment of the usual departmental charges.
c) In all other cases, the Public Works Department shall be responsible for
maintenance, including special repairs, and original works, irrespective, of their
cost.
Note. These rules do not apply to works pertaining to the Lighthouse,
Archaeological and Salt Departments. They also do not apply to works
and repairs-ill connection with sanitary, water-supply and electrical
installations which are governed by paragraph 193 of the General
Financial Rules.
2) The term "minor local Government" as used in all Chief Commissioners.
The following "chief local authorities" discharge the functions and exercise the
Powers of a minor local Government:-
1. The Government of Pakistan in the Ministry of Health and Works in respect
of circles and divisions under their direct control.
2. Deleted.
3. Deleted.
The term "Audit Officer" includes a Pay and Accounts Officer in cases in which
such an Officer has been entrusted with the discharge of any of this duties assigned to an
Audit Officer under this Code.
3) Where, under the rules in this Code, any function is assigned, or power (other than
that of technical sanction) delegated to an officer of the Public Works Department
of a certain status, and there is no officer of that or of higher status in the local area
concerned, the function may be discharged or power exercised by the minor local
Government.
SECTION II
ESTABLISHMENTS AND MISCELLANEOUS
A. GENERAL
4) Posts under minor local Governments designed to be held by members of the
Central Service of Engineers or of the Provincial Engineering Service are ordinarily
filled by the appointment of officers obtained from fie Provincial Governments. An
officer thus obtained draws the pay of the post to which he is appointed in cases
where a specific rate of pay is attached to such a post ; otherwise he draws the
pay admissible to him upon the time scale of the service to which he belongs. He is
also entitled to any special pay or compensatory allowance attached to the post in
question.
5) Where a post under a minor local Government is borne upon the cadre of a
Provincial Government, appointments to it are made by the Provincial Government
concerned. If the post is of divisional or higher status, the appointment should be
made in consultation with the minor local Government.
6) Applications regarding the leave or retirement of an officer, who is borne upon the
cadre of a Provincial Government and who is serving under a minor local
Government, should be forwarded by the minor local Government with its
recommendation to the Provincial Government for disposal.
B. ANNUAL AND OTHER REPORTS ON ENGINEERING SUBORDINATES
7) Personal registers, or annual reports, showing a continuous record of service,
should be maintained for all engineering subordinates, commendations as well as
censures being entered therein.
8) Deleted.
C. EMPLOYMENT ON LOCAL FUND WORKS
9) A Superintending Engineer may be required to exercise, in addition to his ordinary
duties, supervision over Local Fund expenditure in communication with the civil
officers, under such orders and rules as the minor local Government may lay
down. Similarly, members of the engineering and subordinate establishments of
the department may be employed on Local Fund works in addition to their regular
duties, when such employment is not detrimental to the public service.
D. TEMPORARY AND WORK-CHARGED ESTABLISHMENT
10) Temporary establishment includes all such non-permanent establishment, no
matter under what titles employed, as is entertained for the general purposes of a
division or sub-division, or for the purpose of the general supervision, as distinct
from the actual execution, of a work or works. Work-charged establishment
includes such establishment as is employed upon the actual execution, as distinct
from the general supervision, of a specific work or of sub-works of a specific
project or upon the subordinate supervision of departmental labour, stores and
machinery in connection with such a work or sub-works. When employees borne
on the temporary establishment are employed on work of this nature, their pay
should, for the time being, be charged direct to the work. The entertainment of
work-charged establishment is subject to the rules laid down by the Governor-
General in respect of the entertainment of temporary establishment generally. If
the entertainment of work-charged establishment is contemplated in connection
with any work, the cost should invariably be shown as a separate sub-head of the
estimate for that work.
11) Members of the temporary and work-charged establishments, who are engaged
locally, are on the footing of monthly servants. If they are engaged for a specific
work, their engagement lasts only for the period during which the work lasts. If
dismissed, otherwise than for serious misconduct, before the completion of the
work for which they were engaged, they are entitled to a month's notice or a
month's pay in lieu of notice; but, otherwise, with or without notice, their
engagement terminates when the work ends. If they desire to resign their
appointments they must give a month's notice of their intention to do so, failing
which they with be required to forfeit a month's pay in lieu of such notice. The
terms of engagement should be clearly explained to men employed in the
circumstances mentioned above.
12) Superintending Engineers and Divisional Officer's may, subject to limits of pay of
Rs. 250 and Rs. 100 per mensem, respectively, for each post, and to any general
or special restrictions which the minor local Government may impose, sanction the
entertainment of temporary and work-charged establishment subject to the
conditions that, in the case of temporary establishment, provision for the purpose
exists in the budget and that, in the case of work-charged establishment, provision
for the same has been made in a separate sub-head of the sanctioned estimate.
Provided, further, that the pay of no such temporary or work-charged post shall
exceed the prescribed rates in cases where such rates have been definitely laid
down by a higher authority for any particular class of posts.
E. POLICE AND OTHER GUARDS
13) When marching, or when in camp on public duty, officers ere allowed a guard for
the protection of public property. Such guards are supplied without charge by the
Police Department, and application for them may be made to the Superintendent of
Police by an officer of not lower status than a Divisional Officer. Such guards will
not, however, be supplied unless the officer travelling is in charge of Government
money or valuable Government property, or unless the country is disturbed.
14) In all cases where, through the inability of the Police Department to supply a guard
from the regular Police Force, special guards have to be entertained, the sanction
of the minor local Government will be necessary. Officers may, however, in urgent
cases, entertain the guard in anticipation of sanction, reporting their action at once
to higher authority. The services of such extra guards should be dispensed with
directly they are no longer required.
F. MEDICAL ESTABLISHMENT
15) Sub-Assistant Surgeons will be allowed as part of the Public Works establishment,
and furnished with medicines at the public expense, wherever any large body of
workmen is collected together. Sanction to their appointment must be obtained
under the usual rules regarding increases of establishment, and application for the
services of individuals to fill sanctioned posts should be made, through the
Superintending Engineer, to the Chief Medical Officer of the minor local
Government concerned.
G. CASHIERS.
16) Cashiers, whether appointed permanently or temporarily, must furnish security,
'the amount being determined by the Superintending Engineer, according to the
circumstances of each case. Store-keepers, sub-store-keepers, and members of
subordinate and clerical establishments entrusted with the custody of cash or
stores may, subject to any general or special orders of the minor local Government
on the subject, be required to furnish security at the option of the Superintending
Engineer of the circle, who will determine whether the amount shall be paid in a
lump sum of by deduction from salary.
H. FORMS AND RECORDS
17) Standard forms included in the Book of Standard Forms published by the
Government of Pakistan must be utilized and may not be altered without the
previous sanction of that Government.
18) Where a definite period after which records may be destroyed has been prescribed
by the Government of Pakistan Divisional Officers may, on the expiry of that
period, order the destruction of such records in their own and subordinate offices.
Superintending Engineers are competent to sanction the destruction of such other
records in their own and subordinate offices as may be considered useless. The
destruction of records which appertain to the accounts of the department is
governed by paragraph 598 of the Central Public Works Account Code. ,A record
of the papers destroyed should be maintained, but the following should on no
account be destroyed:-
Records connected with expenditure which is within the statute of limitation.
Records connected with expenditure on works not completed although beyond the
period of limitation.
Records connected with claims to service and personal matters connected with
persons in the service.
I. TRANSFERS OF DIVISIONAL AND SUB-DIVISIONAL CHARGES.
19) A register of incumbents of charges should be kept in every divisional office
showing the period of incumbency of each officer who has held charge of the
division and of the several sub-divisions, and, in each sub-divisional office, a
similar register of the incumbents of that sub-division only.
20) The relieving officer should inspect the records, cash, mathematical instruments,
stores, works, and materials’ at site of works, examine the accounts and count the
cash, and, in reporting that the transfer has been completed; should bring to notice
any deficiencies, departures from sanctioned plans and estimates, and, generally,
anything objectionable or irregular in the conduct of business which may have
come to his notice. In the case of the transfer of a sub-divisional charge, the
relieved officer should, unless otherwise ordered, accompany the relieving officer
on his inspection. In the case of the transfer of a divisional charge, the relieved
officer should accompany the relieving officer in his inspection of out stations only
when so directed by the Superintending Engineer; in reporting that the transfer has
been completed the relieving officer should mention what outstations he has yet to
inspect, and when he proposes to visit each.
21) If the relieving officer fails to bring to notice within a reasonable period any
deficiency or defect in work, or stores taken over, from his predecessor, he will be
held responsible for the same, both as to quantity and quality, so far as he was in a
position to ascertain it.
22) The relieved officer should give the relieving officer a memorandum showing all the
works in hand and the orders remaining to be complied with, detailing such matters
as particularly require his attention, with full explanation of any peculiarity of
circumstances or apprehended difficulties. He should also furnish the relieving
officer with a complete statement of all unadjusted claims, and a report as to any
complication likely to arise owing to their non-adjustment.
23) The relieving divisional officer should mention specially in his transfer report
whether the accounts may be considered fairly to represent the progress of the
works.
24) In the case of the transfer of a division the report of completion of transfer should,
except in special circumstances, be submitted within a fortnight of such transfer. In
the case of any disagreement between the relieved and relieving officers, a
reference should be made to the Superintending Engineer.
25) The transfer report of a sub-divisional charge should be made in the prescribed
form which, on receipt by the Divisional Officer, should be scrutinized by him, any
remarks necessary being entered in the column provided for that purpose. It
should then be forwarded to the Superintending Engineer, who, after passing such
orders as may be necessary, should return it to the Divisional Officer for record in
his office.
26) In the case of a divisional or sub-divisional charge becoming vacant by the death
or sudden departure of the officer in charge, the succeeding officer should take
action as above prescribed and assume charge, forwarding to the Superintending
Engineer or Divisional Officer, as the case may be, the receipts which would
otherwise be given to the relieved officer.
SECTION III
DUTIES OF OFFICERS OF THE PUBLIC WORKS DEPARTMENT
A. CHIEF ENGINEER.
27) The Chief Engineer is responsible to the minor local Government for the efficient
administration and general professional control of public works within its
jurisdiction, and is its chief professional adviser in all matters connected with them.
28) It will be the duty of the Chief Engineer to recommend to the minor local
Government transfers and postings of Superintending Engineers. Transfers of
Divisional Officers and of other establishment are within his competence.
29) The Chief Engineer will exercise a concurrent control, with the Audit Officer, over
the duties of the officers of the department in connection with the maintenance of
the accounts, and will give all legitimate support to the Audit Officer in enforcing
strict attention to the regulations concerning the disbursement of money, the
custody of stores and the submission of accounts. He will have no authority over
the Audit Officer in regard to audit matters, but will have a claim on him for
assistance and advice in matters relating to accounts and finance. He will arrange
that the Audit Officer is kept fully cognizant of all proceedings and proposals, to
enable the latter to fulfill his functions.
30) The Chief Engineer will prepare, annually, the portion of the budget estimates
relating to the works under his control. It will be his duty to administer the grant,
and, with this object, to keep a close watch over the progress of the expenditure
against it, with a view to seeing that no excess is permitted to occur, and that, if
additional funds are necessary, application for the same is made. It will, further, be
his duty to see that the grant is fully expended in so far as is consistent with
general economy and the prevention of large expenditure in the last months of the
year, and that any money that is not likely to be needed during the year is promptly
surrendered so as to allow of its appropriation for other purposes by the proper
authority.
31) The general supervision and control of the assessment of revenue from irrigation
works, within the limits of his charge, will rest with the Chief Engineer, who will
frame the necessary estimates and watch carefully the progress of the realizations
during the course of the year.
B. SUPERINTENDING ENGINEER
32) The administrative unit of the department is the circle, in charge of a
Superintending Engineer. In local areas in which there is no Chief Engineer, the
duties assigned in paragraphs 27 to 31 above will devolve upon the
Superintending Engineer.
33) Subject to any orders of the minor local Government, the transfers and postings
within his circle of establishment, other than of Divisional Officers and Accountants,
may be made by the Superintending Engineer on his own authority.
34) The Superintending Engineer should examine the books of Divisional Officers and
their subordinates, and see that matters relating .to the primary accounts are
attended to personally by the Divisional and Sub-Divisional Officers and that the
accounts fairly represent the progress of each work. It will also be his duty to
examine the registers of works, and, when he considers it necessary, he may
require a Divisional Officer to report to him monthly or at longer intervals, on a
Works Slip, the total expenditure to date under each sub-head of a work, in
contrast with the sanctioned estimate. It will thus be seen that it rests with the
Superintending Engineer to investigate excesses over sub-heads with a view to
deciding whether or not a revised estimate will be required for the work. When a
revised estimate is required, it will also devolve on the Superintending Engineer to
see that it is submitted in due time to the sanctioning authority. See paragraphs 44
and 69.
35) It will be the duty of the Superintending Engineer to inspect the various works in
progress within his circle, and to satisfy himself that the system of management
prevailing is efficient and economical, that the different stores are duly verified
according to the rules laid down, and that there is no accumulation of stock in any
division beyond its requirements. He is also responsible that no delay is allowed to
occur in the submission of completion reports. He should, further, so far as may be
possible, inspect periodically all important public buildings and other works within
his jurisdiction.
36) The Superintending Engineer will inspect the divisional offices at least once a year
and record the results of such inspection in the prescribed form. He is also
required to satisfy himself, from time to time, that the staff employed in each
division is actually necessary and adequate for its management.
37) The Superintending Engineer is required to make it his special duty during his
tours to see that measurement books are carefully kept and measurements
properly recorded, and that they are complete records of the actual measurements
of each kind of work done for which certificates have been granted. He should also
see that any orders of the minor local Government regarding check measurements
are duly observed.
38) The supervision and control of the assessment of revenue from irrigation works
within his circle will rest with the Superintending Engineer.
39) The Superintending Engineer is authorized to correspond direct with any of the
local authorities, civil or -military, within the area of his jurisdiction.
C. DIVISIONAL OFFICER
40) The executive unit of the department is the division, in charge of a divisional
Officer, who is responsible to the Superintending Engineer for the execution and
management of all works within his division.
41) Subject to the orders of the Superintending Engineer, a Divisional Officer may
transfer establishment (other than sub-divisional officers) from one station to
another within his division.
42) The Divisional Officer is required to take the necessary steps for obtaining cash for
the works under-his control, to keep accounts, and to submit them punctually to the
Audit Officer under the rules for the time being in force. He is responsible for the
arrangements for account keeping, in which matter he will be assisted by his
Divisional Accountant, and he must see that his accounts are posted from day to
day and that the Accountant carries out his duties regularly and punctually. The
responsibility for the correctness, in all respects, of the original records of cash and
stores, receipts and expenditure, as also for seeing that complete vouchers are
obtained rests with the Divisional Officer, who will, before submitting the monthly
accounts, carefully examine the books, returns and papers from which the same
are compiled.
43) The Divisional Accountant is responsible to the Divisional Officer for the correct
compilation of the accounts of the division from the data supplied to him. The
relative position of the Divisional Accountant to the Divisional Officer in respect of
accounts is analogous to that of a Sub-Divisional Officer to a Divisional Officer in
respect of works, and the responsibilities of the latter for the work of the Divisional
Accountant are similar to those which attach to him in respect of the execution of
work in the charge of his other subordinates. See also Central Public Works
Account Code, paragraphs 98 to 103.
44) The Divisional Officer is held primarily responsible for affording information in
cases of probability of excess of actual over estimated cost of work, and should
report any such probability to the Superintending Engineer at once, describing the
nature and cause of the excess and asking for orders. This report should be made
on the 'Works Slip* Form. Divisional Officers must also submit the Works Slip, with
such explanation as will enable the Superintending Engineer to pass orders on the
case, on the occurrence, or the probability, of the occurrence, of any irregularity in
the rate or cost of a sub-head. All important liabilities not brought to account should
also be noted on the Works Slip.
Note. It is unnecessary for the Divisional Officer, to submit the Works
Slip in cases in which he can pass finally excesses over estimates
under paragraph 71.
45) The Divisional Officer is required to inspect, at least once a year, the more
important buildings and works in his division, and is responsible that proper
measures are taken to preserve them and to prevent encroachment on
Government lands in his charge. He should keep accurate plans of all such lands
and take care that his subordinates make themselves acquainted with the
boundaries and see that they are respected.
Note A Divisional Officer must keep on record in his office the
following plans, or such of them as are required in his division :—
1. Complete plans, sections and elevations of every building or other work
under his charge, as actually constructed, any subsequent alteration being
carefully noted. The boundaries of the ground attached to any buildings should be
distinctly shown.
2. Plans of roads under his charge, showing the quarries whence metal is
obtained.
46) Immediately a work is finished, it is the duty of the .Divisional Officer to close the
accounts of it and to prepare the Completion Report, if required by the rules in
paragraph 99.
Note. When it is decided to abandon a work, the accounts relating to
the work should be closed as soon as possible after such decision is
reached.
47) A Divisional Officer is required to report immediately to the Superintending
Engineer any important accident or unusual occurrence connected with his division
and to state how he has acted in consequence. See also paragraph 93.
48) It is the duty of the Divisional Officer to administer the grant made for public works
in his division, and, with this object, to keep a close watch over the progress of
expenditure against it with a view to seeing that no excess is permitted to occur
and that, if additional funds are necessary, application for the same is made.
49) The Divisional Officer is responsible for the detailed assessment of the revenue to
be obtained from irrigation works within his division, and will maintain such records
and accounts for the purpose as may be prescribed.
50) A Divisional Officer can receive orders only from his Superintending Engineer, the
Head of the minor local Government, or other civil officer duly authorized.
D. SUB-DIVISIONAL OFFICER
51) The division is divided into sub-divisions, in charge of Sub-Divisional Officers, who
are responsible to the Divisional Officer for the management and execution of
works within their sub-divisions.
SECTION IV
WORKS
A. CLASSIFICATION OF THE OPERATIONS OF THE PUBLIC WORKS DEPARTMENT
52) The operations of the department are divided primarily into two categories, original
works and repairs, the first including new works, alterations, additions and
purchases, the second repairs and maintenance. For the purpose of this rule, all
work necessary to bring into use newly purchased or previously abandoned
buildings falls in the first category.
Note 1. When a portion of an existing structure is to be dismantled and
replaced, if the cost of such replacement represents a genuine
increase in the permanent value of the property as an asset, the work
should be classed as original work, the cost (which should be
estimated if not known) of the portion replaced being credited to the
estimate for "original work " and debited to " repairs". In all other
cases, the whole cost of the new work should be charged to “repairs
".
Note 2. The capital value of any portion of a building which is
abandoned or dismantled without replacement should be written off
the total capital value of the building as recorded in the books.
B. BASIC RULES APPLICABLE TO ALL CENTRAL WORKS EXECUTED BY THE PUBLIC WORKS
DEPARTMENT
53) There are four main stages in the project for a central work, namely, administrative
approval, expenditure sanction, technical sanction, and the appropriation or re-
appropriation of funds. These stages are described in the following rules.
a) Administrative Approval.
54) For every work (excluding petty works and repairs) it is necessary to obtain, in the
first instance, the concurrence of the competent authority of the administrative
department requiring the work. The formal acceptance of the proposals by that
authority is termed “administrative approval" of the work, and it is the duty of the
local officer of the department requiring the Work to obtain the requisite approval to
it. An approximate estimate and such preliminary plans as are necessary to
elucidate the proposals should be obtained from the Public Works Department,
and, subject .to any orders which the minor local Government may prescribe, the
Divisional Officer may be required to provide these on the requisition of the head of
the department concerned, or of such officer as is competent to accord administra-
tive approval to the work. In cases in which the approximate estimate exceeds Rs.
20,000 in respect of works in the Pakistan Public Works Divisions at Lahore or Rs.
10,000 in respect of works in other areas, the estimate and plans should be
forwarded to the requisitioning authority through the Superintending Engineer. The
Divisional Officer must, however, in each case, exercise his judgment on the
demand made, and it is his duty to oppose, at this stage, any application of the real
necessity for which he is not satisfied. In any case in which he feels that he cannot
recommend the execution of a work called for by a duly constituted authority, he
should explain his objections to the officer concerned and, if he fails to convince
him, should refer the matter for the orders of the Superintending Engineer. The
procedure prescribed in this rule will apply also to modifications of the proposals
originally approved, if, by reason of such modifications, revised administrative
approval becomes necessary (see paragraph 65) and to material deviations from
the original proposals, even though the cost of the same may be covered by
savings on other items.
Note In the case of works required not for a particular department but
in the interests of the general public, e.g., communications and
irrigation works, no formal administrative approval is required, but
minor local Governments should lay down such rules as may be
necessary to ensure the submission and scrutiny of preliminary
designs and estimates before the detailed estimate is prepared for the
purpose of technical sanction.
b) Expenditure Sanction.
55) Expenditure sanction means the concurrence of the Government of Pakistan in the
expenditure proposed, in cases where this is necessary (see paragraph 66). In all
other cases the act of appropriation or re-appropriation of funds (see paragraph
57) will operate as sanction to the expenditure concerned. The duty of obtaining
expenditure sanction, where necessary, rests with the department requiring the
work.
c) Technical sanction.
56) Subject to the provisions of paragraph 102, for each individual work proposed to
be carried out, except petty works, petty repairs, and repairs for which a lump sum
provision has been sanctioned under paragraph 106, a properly detailed estimate
must be prepared for the sanction of competent authority ; this sanction is known
as the technical sanction to the estimate and, except in cases such as are referred
to in paragraphs 58 and 75, must be obtained before the construction of the work
is commenced. As its name indicates, it amounts to no more than a guarantee that
the proposals are structurally sound, and that the estimates are accurately
calculated and based on adequate data. Such sanction will be accorded by the
officer of the Public Works Department authorized to do so. In the case of an
original work, other than a petty work, the countersignature of the local head of the
department on behalf of which its exaction is proposed, or of such other officer of
lower status as may have been empowered to accord administrative approval to it,
should be obtained to the plans and estimates in token of his acceptance of them,
before technical sanction to the latter is accorded. If, subsequent to the grant of
technical sanction, material structural alterations are contemplated, the orders of
the original sanctioning authority should be obtained, even though no additional
expenditure may be involved by the alterations. See also paragraph 73.
Note. It is not essential that expenditure sanction should invariably be
obtained before technical sanction is given; in some cases it may be
convenient to reverse the order of these stages. But, until funds for
the work have actually been allotted or promised by competent
authority, a Divisional Officer cannot be required, except by his
departmental superiors, to prepare the detailed plans and estimates
necessary for the purpose of technical sanction.
d) Appropriation and re-appropriation.
57) Appropriation or re-appropriation represents the allotment of a particular sum of
money to meet expenditure on a specified object; it is operative only for the official
year for which it is made.
e) Summary.
58) It follows from the provisions of paragraphs 54 to 57 above that, except in cases
where the omission of one or more of the stages therein referred to is permissible
under other rules, it is a fundamental rule that no work shall be commenced or
liability incurred in connection with it until administrative approval has been
obtained, a properly detailed design and estimate have been sanctioned,
expenditure sanction has been accorded and allotment of funds made. If in any
case, whether on grounds of urgency or otherwise, an executive officer is required
by superior authority to carry out a work or incur a liability which involves an
infringement of these fundamental rules, the orders of such authority should be
conveyed in writing. On receipt of such written orders or, in cases of emergency,
on his own responsibility, the officer may proceed to carry put the necessary work,
subject to the condition that he immediately intimates to the Audit Officer
concerned that he is incurring an unauthorized liability and states approximately
the amount of the liability which he is likely to incur.
C. POWERS OF AUTHORITIES TO ACCORD APPROVAL OR SANCTION TO CENTRAL WORKS.
a) General
59) A group of works which forms one project shall be considered as one work, and
the necessity for obtaining the approval or sanction of higher authority to a project
which consists of such a group of works is not avoided by the fact that the cost of
each particular work in the project is within the powers of approval or sanction of
the minor local Government or officer concerned.
Note. While no officer may sanction any estimate for a work which
cannot be fully efficient unless other works are also sanctioned, if the
cost of all such works collectively exceeds his power of sanction, it is
not the intention that two or more works should be regarded as
forming part of a group of works merely because they are of the same
nature, if they are otherwise mutually independent.
b) Administrative Approval
60) Subject in the case of residential buildings to the condition that the scale of
accommodation supplied shall not exceed that which is considered by the Ministry
of Finance of the Government of Pakistan to be appropriate to the status of the
occupant, and to the restrictions mentioned in paragraph 63 below, a minor local
Government is empowered to accord administrative approval to a work required to
meet the needs of departments under its direct administration, provided, that the
estimated cost of the work does not exceed Rs. 20,000.
61) Subject in the case of residential buildings to the condition that the scale of
accommodation supplied shall not exceed that which is considered by the Ministry
of Finance of the Government of Pakistan to Be appropriate to the status of the
occupant, and to the restrictions mentioned in paragraph 63 below, the authorities
specified in the Appendix are empowered to accord administrative approval to a
work required to meet the needs of their departments, provided that the estimated
cost of the work does not exceed the amount specified in that Appendix against
heir names.
62) When the estimated cost of a work exceeds Rs. 20,000, or, in the case of a work
required by one of the departments specified-in the Appendix, exceeds the powers
of any officer of the department in question, the administrative approval of the
Government of Pakistan in the administrative Ministry or Division concerned must
be obtained through the minor local Government.
63) The exercise of the powers conferred by paragraphs 60 and 61 above are subject
to the following restrictions :—
a) No authority is entitled to accord administrative approval to an estimate for
alterations or additions to a residential building, other than a residence of the head
of a minor local Government, if the effect of the expenditure contemplated would
be to increase the capital cost of the building to a figure beyond that to which the
authority in question is competent to accord administrative approval in the case of
a new residence.
Note. As an exception to this sub-rule, the Public Works Department
of the minor local Government may, in all cases, accord administrative
approval to estimates for alterations and additions to existing
residential buildings up to a limit of Rs. 200 in each case, except in
special circumstances where a higher limit has been fixed by the
Government of Pakistan.
b) The administrative approval of the Government of Pakistan is required to
any estimate exceeding Rs. 1,000 for additions or alterations to an existing Circuit
House if the capital cost of the building exceeds Rs. 30,000, or if the effect of the
expenditure contemplated would be to raise the capital cost above the Figure.
c) In the case of expenditure on original works and special repairs to a
residence of the head of a minor local Government the local Government in
question may accord administrative approval to works costing not more than Rs.
15,000 in any one year upon each such residence and its connected buildings.
Should the estimate of the cost of any particular work exceed this amount, even if it
is intended that the expenditure should be divided over two or more years, the
administrative approval of the Government of Pakistan must be obtained.
d) A minor local Government may not accord administrative approval to an
estimate, supplementary to an estimate administratively approved by the
Government of Pakistan for expenditure upon a residence of the head of the minor
local Government, in order to provide for work for which no specific provision was
made in the original estimate.
e) the powers conferred do not extend to :—
1. the provision of two or more houses for the same officer ;
2. the supply of new furniture, whether in an office building or a residence,
except where the Minor Local Government or officers of the Pakistan Public Works
Department have been empowered to sanction the replacement of furniture in
residential buildings or to purchase office furniture for Public Works Department
offices (vide Note under paragraph 123)
the provision of special amenities such as a tennis court, a garden maintained at
Government expense, fruit trees, etc.Minor local Governments may, at their discretion,
delegate their powers of administrative approval, in whole or part, to officers subordinate
to them.
c) Excesses over amount administratively approved.
65) When the expenditure upon a work exceeds, or is found likely to exceed, the
amount administratively approved for it by more than 10 per cent., or the limit
prescribed in paragraphs 60 and 61, whichever is less, a revised administrative
approval must be obtained from the authority competent to approve the cost, as so
enhanced.
Note.—No revised administrative approval is, however, necessary if
the excess is covered by requisite expenditure sanction.
g) Expenditure sanction.
66) Expenditure sanction, where such sanction is necessary under rule 2 (b) of the
rules in the Book of Financial Powers, can be given only by the Ministry of Finance
of the Government of Pakistan. Application for such sanction should be made
through the Government of Pakistan in the administrative Ministry or Division
concerned.
g) Modifications in expenditure sanction,
67) Any excess over the amount to which expenditure sanction has been given
requires a revised expenditure sanction which would be applied for as soon as
such an excess is foreseen. For the procedure in cases where savings are
anticipated see paragraphs 73 and 74.
g) Technical sanction.
68) The following officers are empowered to accord technical sanction to detailed
estimates for works subject to the limits stated below which are exclusive of
charges for establishment and tools and plant:—
Rs.

Chief Engineer.. .. .. .. Full Powers.

Superintending Engineers .. .. .. 1,00,000

Divisional Officers Lahore Pakistan Public Work Divisions 20,000

Other Divisional Officers .. .. 10,000

Irrigation Officer Baluchistan .. 10,000

Resident Engineer Gilgit Public Works Sub-Division 20,000

Sub-Divisional Officers in the Lahore Pakistan Public Works


Divisions, if they are officers of the Asstt. Executive Engineer's 2,500
'class

Sub-Divisional Officers in the Lahore Pakistan Public Works


Divisions, if they are not officers of the Asstt. Executive 500
Engineer's class .. ..

g) Excesses over technical sanction


69) A revised estimate must be prepared when the sanctioned estimate is likely to be
exceeded by more than 5 per cent., except in the cases provided for in Note I to
paragraph 71 and in paragraph 72.
70) The powers of Officers of the Public Works Department to accord technical
sanction to revised estimates are the same as their powers to accord original
sanctions.
71) An officer of the Public Works Department may pass excesses over estimates
provided that the excess is not more than 5 per cent, of the amount sanctioned and
does not exceed the amount up to which he is entitled to accord sanction to an
original estimate.
Note 1.—As an exception to this rule, any officer named in paragraph
68 above may pass excess expenditure within a limit of Rs. 100 on
sanctioned original works and repairs, irrespective of the total amount
of the sanctioned estimate.
Note 2.—No officer of the Public Works Department is entitled to pass
any excess over a revised estimate sanctioned by a higher authority
than himself.
72) When the excess occurs at such an advanced period in the construction of a work
as to render the submission of a revised estimate purposeless, and the completion
report is utilized as such revised estimate under paragraph 98, an officer of status
not lower than that of Superintending Engineer may pass the completion report, if
the total expenditure in question is not greater than that which he is empowered to
sanction in the case of a revised estimate under paragraph 70.
i) Modifications in amount technically sanctioned.
73) In cases where a substantial section of a project sanctioned by a higher authority
than himself has been abandoned, or where material deviations from the original
proposals are expected to result in substantial savings, the Superintending
Engineer must revise the amount of the estimate and intimate both to the Audit
Officer and to the Divisional Officer that the amount of the expenditure sanction
should be reduced accordingly. In cases where the saving is due to material
deviations of a structural nature from the design originally approved, and the
amount of the revised estimate is greater than that up to which the Superintending
Engineer is empowered to sanction estimates technically, a revised technical
sanction must Be applied for from competent authority.
74) If at any time, either before or during the construction of a work, it is found that the
original estimate for it is excessive for reasons other than those mentioned in
paragraph 73, an officer of rank not lower than Divisional Officer may sanction a
revised estimate for it, even though the amount of such revised estimate may
exceed that to which he is ordinarily empowered to accord sanction. When
according such sanction he should intimate to the Audit Officer that the amount of
the expenditure sanction should be reduced accordingly.
i) Technical sanction to component parts of a project.
75) In exceptional cases where it is desirable to commence work on a project to which
expenditure sanction has been accorded by competent authority before the
detailed estimate for the whole project has been sanctioned, it is permissible for
the authority competent to sanction, the final technical estimate as a whole to
accord sanction to detailed estimates for component parts of the project, subject to
the fallowing conditions:—
1. For each such work or component part there must be a fully prepared
detailed estimate, and, in the expenditure sanction as a whole, there must be a
clear and specific amount corresponding to the work or component part in
question.
2. The amount of the detailed estimate must not exceed the amount included
in the expenditure sanction.
3. The sanctioning authority must be satisfied, before according sanction, that
no material deviations from the whole project as prepared for the purpose of
expenditure sanction are to be anticipated, and that the amount of the technical
sanction for the whole project is not likely to exceed the amount of the expenditure
sanction.
Note.—'''his rule does not apply to estimates for parts of individual
buildings.
j) Appropriation and re-appropriation.
76) The powers of minor local Governments to appropriate funds out of the sums
allotted to them to meet, expenditure from central revenues upon public works are
detailed in rules 28 to 30 of appendix 8 to the Central Public Works Account Code.
D. LAPSE OF SANCTION.
77) The approval or sanction to an estimate for any public work, other than annual
repairs, will, unless such work has been commenced, cease to operate after a
period of five years from the date upon which it /as accorded. See paragraph 103.
F. COMMUNICATION TO AUDIT OF APPROVALS AND SANCTIONS.
78) A return of all estimates sanctioned by the Divisional Officer should be sent by him
to the Superintending Engineer and these sanctions, together with those accorded
by the Superintending Engineer, should be communicated monthly through the
Chief Engineer to the Audit Officer. Sanctioning authorities will be responsible for
the communication, to the Audit Officer concerned, of all approvals and sanctions
accorded under the foregoing rules, which are not included in the monthly return.
F. RULES TO BE OBSERVED BEFORE, DURING AND AFTER THE EXECUTION OF
WORKS
a) General rules.
79) It must be regarded as a fundamental rule that, without the previous sanction of the
Government of Pakistan, no main artery of communication, such as a trunk road,
may be abandoned or allowed to fall out of repair. As military considerations of
importance may be involved in any change in through communications, all
proposals for the removal of bridges or ferries on such communications must
invariably be submitted for the consideration and orders of the Government of
Pakistan.
80) If the construction of a proposed work is likely to affect adversely the interests of
any other Province, minor local Government, or State, the fact should invariably be
brought to notice in submitting the estimate for it.
b) Estimates.
81) The papers to be submitted with the project for a work will, in general, consist of a
report, plans, a specification and a detailed statement of measurements, quantities
and rates, with an abstract showing the total estimated cost of each item. These
documents together form what is called "the estimate" in the sense of this Code.
Subject to the rules contained in the Central Public Works Account Code, a minor
local Government may lay down subsidiary rules regarding the preparation of
estimates and prescribe the details to be shown therein.
82) In addition to the provision for all expenditure which can be foreseen, 5 per cent,
should be added to the estimate to cover the cost of unforeseen contingencies.
83) The authority granted by a sanction to an estimate must on all occasions be looked
upon as strictly limited by the precise objects for which the estimate was intended
to provide. Accordingly, any anticipated or actual savings on a sanctioned estimate
for a definite project should not, without special authority, be applied to carry out
additional work not contemplated in the' original project or fairly contingent on its
actual execution.
84) Savings due to the abandonment of a substantial section of any project are not to
be considered as available for work on other sections.
85) Without the sanction of the Superintending Engineer, ascertained savings may not
be diverted from one section of a project to another, nor may the provision for
contingencies be diverted to any new work or repair Which is not provided for in
the estimate, and of which the cost exceeds Rs. 2, 500,or such smaller sum as
may be fixed by the minor local Government.
Note.—As an exception to this rule, an excess of more than 10 per
cent, over the amount included in the administrative approval for a
residential building forming part of a larger project may not be
sanctioned by the Superintending Engineer.
c) Preliminary operations.
1. Land acquisition.
86) When land is required for public purposes the officer of the Public Works
Department should, in the first instance, consult the Chief Revenue Officer of the
district, and obtain from him the fullest possible information as to the probable cost
of the land, together with the value of buildings, etc., situated on the property, for
which compensation will have to be paid. Upon. The information thus obtained, an
estimate should be framed by the Public Works officer and submitted for sanction.
When sanction to such an estimate has been obtained, the Divisional Officer or
other Public Works officer concerned should commit the matter to the Revenue
Officer who will take the necessary preliminary action for the appropriation of the
land under the Land Acquisition Act, or for its acquisition by private negotiation.
Should it subsequently be found impossible to obtain the land required without
materially exceeding the estimate, or to obtain some other plot of land in lieu of
that originally proposed, the Public Works officer will submit a revised estimate for
sanction. In cases where the amount claimed by the owner is largely in excess of
the amount awarded by the Revenue Officer, possession should not be taken
except under the specific orders of the authority sanctioning the work until the time
has elapsed within which an appeal may be preferred.
87) All proposals for the occupation of land within cantonment limits, forming part of an
encamping ground or otherwise held for military purposes, should be submitted, in
the case of land within cantonment limits, to the cantonment authority and, in, other
cases, to the General Officer Commanding the Division or Independent Brigade.
These officers will take the necessary steps to obtain the sanction of the
Government of Pakistan Ministry of Defence to the proposals.
2. Calling for and acceptance of tenders.
88) Subject to the following rules and those contained in the Pakistan Public Works
Account Code, minor local Governments have full powers to accept tenders and
are authorised to frame subsidiary rules relating to the calling for or acceptance of
tenders and the general procedure connected with contracts. They may also
prescribe the procedure to be observed in connection with piece-work agreements
in which only a rate is agreed upon without reference to the total quantity of work to
be done or the quantity to be done within a given period and which are not
contracts within the meaning of this Code.
89) Where work or the supply of materials is to be given out on contract, the following
conditions must-be observed :—
a) Tenders must be invited in the most open and public manner possible,
whether by advertisement in the press or by notice in English and the written
language of the district posted in public places, after the estimate has been
technically sanctioned and the contract documents have been approved by an
authority not lower than that empowered to accept the tender.
b) All tenders should be opened, in the presence of such intending contractors
or their agents as may choose to attend at a time and place which should be
advertised. In cases where the lowest tender is not accepted, reasons should be
recorded confidentially, In selecting the tender to be accepted, the financial status
of the individuals and firms- tendering should be taken into consideration in
addition to all other relevant factors.
c) The agreement with the contractors selected must be in writing and should
be precisely and definitely expressed; it should state the quantity and quality of the
work to be done, the specifications to be complied with, the time within which the
work is to be completed, the conditions to be observed, the security to be lodged,
and the terms upon which the payments will be made and penalties exacted, with
any provisions necessary for safeguarding the property entrusted to the contractor.
If necessary, drawings should be appended showing the general dimensions of the
proposed work and details of the various parts. Where a standard form is
applicable to the case, it should be adopted; otherwise special forms should be
utilized, prepared in consultation with the Law Officers of Government.
The terms of a contract once entered into should not be materially varied without
the previous consent of the officer competent to enter into the contract as so varied.
d) No minor local Government or officer may accept any contract—
1. which exceeds the amount up to which it or he is empowered to accept
tenders under paragraph 91;
2. until an assurance has been received, either at the time of communication
of expenditure sanction or subsequently, from the authority competent to provide
the necessary funds that they will be allotted before the liability matures;
3. which relates to a work not yet technically sanctioned;
4. which exceeds the amount technically sanctioned for the work by an amount
greater than it or he is empowered to pass;
5. which .involves liabilities in excess of the amount of the expenditure
sanction;
6. any provision of which infringes any standard rule or order of higher
authority, e. g., the rules for the supply of articles for the public service;
7. which involves an uncertain or indefinite liability or any condition of an
unusual character.
e) Security for the due fulfillment of the contract should invariably be taken.
This security may take the form of a cash deposit, a deposit of interest bearing
securities, a deduction of 10 per cent, from the payments to be made on account of
work done, or a personal bond of two persons of known probity and wealth.
f) Engineers and their subordinates are responsible that the terms of contracts
are strictly enforced, and that no act is done tending to nullify or vitiate a contract.
g) Subject to the provisions of sub-paragraph (d) above, which may not be
infringed, minor local Governments are empowered to permit or condone
departures from the conditions imposed by this paragraph in specific cases where
such departures are unavoidable.
90) It is not the intention to prevent the officers mentioned in sub-paragraph (d) of the
preceding paragraph from giving out to different contractors a number of contracts
relating to one work, even though such work may be estimated to cost more than
the amount up to which they are empowered to accept tenders. But no individual
contractor may receive a contract amounting to more than this sum nor, if he has
received one contract, may he receive a second in connection with the same work
or estimate while the first is still in force, if the sum of the contracts exceeds the
power of acceptance of the officer concerned.
91) An officer of the Public Works Department may accept a tender for a contract up to
the amount to which he is authorized to accord technical sanction to estimates.
But, as an exception to this rule, in minor local Governments in which the principal
technical officer is a Superintending Engineer or Divisional Officer, such officer
may accept tenders, subject to the conditions mentioned in paragraphs 89 and 90,
without limit in the case bf the former and up to a limit of Rs. 1,00,000 in that of the
latter.
Note.—In cases where materials are supplied by Government to the
contractor, the amount of the contract should, for the purpose of
determining the authority competent to accept it, be taken to be the
net amount to be paid to the contractor, exclusive of the cost or value
of the materials so supplied.
e) Rules to be observed during construction.
1. General.
92) No religious edifice should be destroyed or injured in the execution of works
without the full and free consent of the persons interested in it, nor without the
concurrence of the principal civil or political authority on the spot, except under the
orders of the minor local Government within whose jurisdiction the edifice stands.
93) Serious accidents should be reported to the Superintending Engineers {see
paragraph 47) and also at the discretion of the Divisional Officer to the minor local
Government direct. Divisional Officers and other officers or subordinates in charge
of works should furnish immediate information to the proper civil authorities on the
occasion of every serious accident, and, in the case of death on the spot; they
should not allow the body to be removed till an inquiry has been held.
94) Every officer or subordinate in charge of a work carried out under contract should
furnish to the Divisional Officer at the beginning of each month a progress report of
the measurements, and a calculation of the quantities of work paid for during the
previous month, together with a return of all the materials at site on the last day of
the month. It is the duty of the officer in charge to bring to notice any dilatoriness,
bad work, or anything militating against the interests of Government, on the part of
the contractor; and he .will be responsible for any neglect in this respect. In the
case of works executed by daily labour a Divisional Officer may require labour
reports, in the prescribed form, showing the number of each class of laborers
employed on each work or sub-work, to be submitted to him at such intervals as he
may direct.
95) A Divisional Officer is strictly prohibited from commencing the construction of any
work, or expending public funds, without the sanction of competent authority; also
from making or permitting any, except trifling, deviations from any sanctioned
design in the course of execution, except under specific authority or in case of
emergency, in which latter case the change should be forthwith reported to the
Superintending Engineer.
2. Supplementary estimates.
96) Any development of a project thought necessary while a work is in progress, which
is not fairly contingent on the proper execution of the work as first sanctioned, must
be covered by a supplementary estimate accompanied by a full report of the
circumstances which render it necessary. The abstract must show the amount of
the original estimate and the total of the sanction required including the
supplementary amount.
3. Revised estimates.
97) When any excess over a sanctioned estimate is foreseen, and there is likely to be
unavoidable delay in the preparation of a revised estimate, an immediate report of
the circumstances should be made to the authority whose sanction will ultimately
be required. When a revised estimate is submitted, it must be accompanied by a
statement comparing it with the latest existing sanction of competent authority, and
by a report showing the progress made to date.
98) When excesses occur at such an advanced period in the construction of a work as
to render the submission of a revised estimate purposeless, the excesses, if
beyond the power of the Divisional Officer to pass, may be explained in a
Completion Report or Statement prepared under the rules in paragraph 99.
f) Procedure on completion of a work.
99)
a) A consolidated Completion Statement in Central Public Works Account
Form No. 45 should be prepared monthly of all completed works other than those
referred to in sub-paragraph (b), the actual expenditure on which is in excess of
the sanctioned estimate by an amount greater than that which the Divisional
Officer is empowered to pass. This Statement should show for each work or group
of works the estimated amount, the outlay and the excess. In cases in which the
Completion Statement is utilized instead of a revised estimate under paragraph 98,
sufficient details must be given, if the excess is more than 5 per cent., to satisfy the
authority whose sanction is necessary.
b) A detailed Completion Report in Central Public Works Account Form No. 44
need only be prepared in respect of works on Which the outlay has been recorded
by sub-heads.
1. when, if the work was sanctioned by higher authority, the total
estimate has been exceeded by more than 5 per cent., and
2. when, if the work was sanctioned by; the Divisional Officer, the total
estimate has been exceeded by .an amount greater than that which he is
empowered to pass.
This report should give a comparison and 'Explanation of differences between the
quantity, rate and cost of the work executed and those entered in the estimate.
Note.—The Superintending Engineer may, if he so desires, require a
detailed Completion Report to be prepared on the completion -of any
other work.
100) On the completion of any work of which a Completion Report or Statement is
required under paragraph 99, such Report or Statement should be forwarded by
the Divisional Officer to the Audit Officer who will, after verification of the figures,
transmit it to the Superintending Engineer. Completion plans, if any, should not be
sent to the Audit Office, but should be forwarded direct to the Superintending
Engineer who will attach them to the Report or Statement on its receipt. After the
final disposal of the Report or Statement, it should be returned to the divisional
office for record.
G. Special rules for petty works.
101) The following procedure will be adopted in the case of new petty works and
repairs, the cost of which is not likely to exceed Rs. 2,500 :—
I. If any work, other than ordinary repairs, is required by an officer of a department
other than the Public Works Department, a requisition for it will be made in Central
Public Works Account Form No. 32 by the local head of the department, subject, in
the case of officers of the Central Departments mentioned in the Appendix, to the
amount specific*! in that Appendix against their names. In respect of works of other
classes, the officer of the Public Works Department proposing the work will fill in
the form.
II. The Divisional Officer, or an assistant or subordinate empowered by him to act in
such cases, will record on the requisition his opinion as to what work should be
done and give on the face of the requisition a rough estimate, in lump sums or
otherwise, of the probable cost of each item.
III. The Divisional Officer having sanctioned this estimate, the work will be put in hand
at once without the preparation of a detailed estimate, subject to the appropriation
of funds and, in the case of works initiated by the local head of a civil department,
to acceptance by the latter of the estimate as sanctioned. .
H. Special Rules Regarding Repairs.
102) Minor local Governments are competent to determine for what works, portions of
works or groups of works separate repair estimates must be prepared. In the
absence of such orders, a separate estimate is required for each work.
103) Minor local Governments are empowered to fix the month which is to be
considered as the last month of the working year for the purpose of the annual
maintenance estimate. The sanction to an ordinary repair estimate lapses on the
last day of the year fixed by the minor local Government.
104) Each ordinary repair estimate should include the whole expenditure (including
municipal and other taxes, if any, payable by Government) which it is anticipated
will be incurred during the working year on the maintenance of the work
concerned. If, however, inconvenience would arise in any exceptional case from
the stoppage of the work on the fixed date, the repairs may be carried to
completion, the expenditure after that date being treated as expenditure against a
fresh repair estimate for the next working year.
105) Estimates for special repairs remain current till the completion of the repairs in the
same manner as estimates for original works.
106) In the case of any building, the cost (excluding municipal taxes) of the ordinary
annual repairs to which is less than Rs. 2,500, the Superintending Engineer may
prescribe, subject to revision from time to time, a lump sum limited to Rs. 2,500
(plus the amount of the municipal or other taxes, if any, payable by Government)
for any one building, to cover the cost of maintenance, and within this amount
expenditure will be permissible without any detailed estimate being prepared.
107) In cases of urgency, the Superintending Engineer may authorize the
commencement of periodical repairs in anticipation of formal sanction to the
estimate; but in such cases an approximate sum must be fixed, to the expenditure
of which sanction is provisionally given, and the Divisional Officer will be
responsible that the regular estimate is submitted at the earliest possible date.
DEPOSIT WORKS
108) The department may occasionally,. at the discretion of the local Government, be
called upon to execute works for which the is provided wholly or in part from —
a) funds of a public nature, but not included in the financial estimates and
accounts of the Government
b) contributions from the public.
Minor local Governments may delegate the power of authorizing the undertaking of
deposit works to Chief and Superintending Engineers and to Divisional Officers, subject to
such limitations and restrictions as they consider suitable.
109) Where a work is to be carried out partly from^ funds provided in the estimates of
the department and partly from funds of the foregoing nature, the contribution will
be considered as a lump sum in addition to the Government grant, and the work
executed in strict accordance with the procedure laid down for central works.
110) The contribution should be realized before any liability is incurred on account of the
work. In cases where the minor local Government is satisfied that the money will
be forthcoming when required, it may authorize the recovery from the contributor
by suitable installment on fixed dates. No interest will be allowed on sums
deposited as private contributions for works.
111) In cases where the department undertakes to design and construct a work wholly
from the sources alluded to in paragraph 108, such as a town hall or reservoir for a
Municipality, or a school or hospital for which funds have been raised by
subscription, the following rules will be observed:—
I. The design and estimate will, in the first instance, be drawn up in communication
with the party or parties depositing or administering the funds, and must be
submitted for the technical sanction of such departmental authority as the extent of
the estimate would require in the case of technical sanction to an ordinary central
work.
II. Provision must be made to cover the cost of establishment, tools and plant,
accounts and audit, at such percentages as are prescribed in the Central Public
Works Account Code.
III. Prior to the work being put in hand, a written approval to the estimate and design
must be obtained from the authority depositing or administering the funds and an
acknowledgment procured to the effect that, in undertaking the work, the
department does not bind itself to complete the work within the amount of the
estimate, and that the authority depositing or administering the funds agree to
finance any excess that may occur. Any material alteration in design must be
similarly dealt with.
IV. The necessary funds for the prosecution of the work must be realized and paid into
the Government Treasury either in a lump sum or in such installments and by such
dates as the minor local Government may decide in each case. No advance of
Government money for such purpose will be permitted, and in a case where the
money is paid by installments, Government will not be responsible for any increase
in cost, or damage to the uncompleted work, caused by a temporary stoppage of
the work pending receipt of further installments.
V. It will be the duty of the officer in charge of the work to bring at once to the notice
of his superiors and of the local body or individuals any anticipated excess over the
estimate, as well as to provide the fullest information in connection with the
progress of expenditure, so that no responsibility may attach to Government in the
event of the work having to be stopped for want of funds.
VI. Minor local Governments undertaking such works should satisfy themselves that
the extent to which Government is responsible in regard to the execution of the
work is thoroughly understood both by the parties for whom the work is to be
constructed and by the executive officers to whom its construction is to be
entrusted.
VII. Where the work is of magnitude, or there are any special circumstances which
seem to render such a course desirable, an agreement should be drawn up under
legal advice.
SECTION V. ---BUILDINGS
A. FIXTURES.
112) Every public building should tie provided with all necessary fixtures, and the repair
of these should be carried out periodically as part of the repairs to the building. All
petty repairs of fixtures and the replacement of broken glass in. doors and windows
required during the intervals between periodical repairs, will, however, ordinarily be
carried out by the officer" using the building, see item 16 of appendix. 8 to General
Financial Rules.
B. FURNITURE IN RESIDENCES OF HIGH OFFICIALS.
113) The administration of the furniture funds of the official residence of the Heads of
minor local Governments and other high officials including the upkeep of a stock
list and the purchase, repair and maintenance of furniture, will be conducted by
such officer as may be charged with these duties under rules issued by the
Government of Pakistan. The officer responsible for the administration of the
furniture grant is required to furnish to the Audit Officer concerned an annual
certificate of verification of furniture in the following form.
In every second and fourth year of the incumbency of the high official Other than
the Governor-General, and the Commander-in-Chief and at least once in every three
years, as special inspection and check of the stock list will be made by an independent
Public Works Department officer deputed for the purpose, and the certificate of
verification to be submitted to the Audit Officer in that year will be countersigned by that
officer in token of his joint responsibility for the actual verification. It will be the duty of the
Special inspecting officer to satisfy himself that the furniture is being properly maintained
in good and serviceable order.
Form of Certificate
Certified that all furniture in............ has been inspected and checked with the stock
lists maintained.
I am satisfied
i. that all new supplies up-to-date have been correctly brought on to inventories;
ii. that the inventories are correct in all respects ;
iii. that the articles in stock agree with the inventories ;
iv. that sale proceeds have been properly accounted for ; and
v. that sanctions of competent authority exist for writing off all articles taken off the
inventory.
113-A.—In the case of the Governor-General's residences and the Commander-in-Chief's
residences, the special inspection of furniture will be made in first and last year of
the incumbency by an independent Public Works Department officer deputed
under the rules issued by the Government of Pakistan.
C. PURCHASE OF BUILDINGS.
114) No authority lower than a minor local Government is competent to authorise the
acquisition of a building by purchase, even though the purchase or construction of
the required accommodation may have been sanctioned by competent authority. In
all such cases a survey and valuation report by the Divisional Officer should be
submitted to the minor local Government.
D. SALE OR DISMANTLEMENT OF BUILDINGS.
115) No public building, which is not a purely temporary structure, may be sold or
dismantled without the sanction, previously obtained, of the Government of
Pakistan, if its book value exceeds Rs. 10,000 or, in other cases, of the minor local
Government or the Chief Engineer, Central Public Works Department, as the case
may be.
E. RENTING OF BUILDINGS.
116) It is the duty of the Divisional Officer to endeavour to get tenants for public
buildings not immediately required for Government use. They should generally be
let from month to month, but a lease may be given with the Superintending
Engineer's sanction. A clause in the agreement should be added, when necessary,
to enable the Divisional Officer to terminate the lease at short notice in case the
building is required by Government.
117) Public buildings let to private individuals should not be altered or enlarged at
Government expense to suit the tenant, and persons occupying public buildings on
rent are prohibited from making any alterations even at their own expense, except
with the express concurrence of the Divisional Officer. The fact of any additions or
alterations being made by the tenant confers no right of ownership on him, nor can
the fact of the occupant having made additions or alterations at his own expense
be considered as giving him any claim to a set-off against, or diminution Of, rent.
These conditions should be entered in the agreement or lease.
F. INSURANCE OF BUILDINGS.
118) Insurance of Government buildings should not usually be effected, but minor local
Governments may authorize specially valuable property, liable to special risks to
be insured.
G. USE OF PUBLIC BUILDINGS AS RESIDENCES.
119) No Public building may be occupied as a private residence except under orders of
the Superintending Engineer.
H. REGISTER OF IMMOVABLL GOVERNMENT PROPERTIES.
120) Each Divisional Officer will maintain a register in the pres-scribed form of all'
immovable Government properties in charge of the department within his division.
SECTION VI.—STORES.
A. GENERAL.
121) The stores of the Public Works Department are divided into the following classes,
viz., (i) Stock, or general stores, (ii) Tools and plant, (iii) Road metal and (iv)
Materials charged direct to works. The Divisional Officer is responsible that proper
arrangements are made throughout his division for the custody of stores and for
their protection from deterioration and fire, while, unless there are orders to the
contrary, the officer in charge of a sub-division is responsible for the correctness of
all the stores belonging to it.
B. PURCHASE, MANUFACTURE AND REPAIRS OF STORES.
122) Stock, road metal and other materials required in the ordinary course for the
execution of sanctioned works may, subject to the provisions of the rules for the
supply of articles for the public service, be procured on the responsibility of the
Divisional Officer without special .authority, though the Superintending Engineer's
approval should be obtained to the measures proposed for the purchase of stock
in large quantities. If the stores are to be manufactured, a separate estimate for
their preparation may be required, as laid down in paragraph 124. The restriction
imposed by the rules for the supply of articles for the public service do not apply to
purchases made by or on behalf of States which have acceded to Pakistan, Port
Trusts, Municipalities or local funds, excepting when the stores purchased are paid
for from Government, revenues on behalf of Government or from funds advanced
by Government; in the latter circumstances, the minor local Government may,
however, direct that the provisions of the rules in question need not apply. When a
Public Works Department officer carries out a work for any of the local bodies
referred to above, the said rules shall apply, except when the local body specially
desire to have the stores purchased otherwise, and the minor local Government
has .accorded its approval thereto.
123) Articles comprised within the head "Tools and plant” can only be purchased or
manufactured against- sanctioned estimates, with the exception of purchases or
manufactures not exceeding Rs. 500, for which estimates are not required. The
powers of officers to sanction estimates for the purchase, manufacture and repair
of tools and plant are, subject to the above exception and to the note below, the
same as their powers to sanction estimates technically under paragraph 68.
Note. — Live-stock can be purchased only with the sanction of the
Minor Local Government, subject to a limit of Rs. 1,000 in any one
case, but the Chief Engineer, Pakistan Public Works Department,, may
sanction purchases up to Rs. 500 in a year. Expenditure in excess of
Rs. 1,000 requires the sanction of the Ministry of Finance of the
Government of Pakistan.
The Chief Engineer, Pakistan Public Works Department, and
Superintending Engineers, but no officer of a lower status, may
sanction purchases of furniture for offices of the Public Works
Department. Their powers in this regard are subject to a maximum ex-
penditure of Rs. 1,000 and Rs. 500, respectively, for each estimate.
Estimates in excess of Rs. 1,000 require the sanction of the Ministry of
Finance.
124) The manufacture or collection of material involving an outlay of Rs. 10,000 or
upwards must, in all cases, be covered by an estimate showing the proposed
outlay and the material to be received. If the material be for a work already duly
sanctioned, or for reserve stock within the sanctioned limit for the division, the
estimate will merely require the approval of the Superintending Engineer, but in all
other cases the estimate must be duly sanctioned by competent authority, as
though for an original work.
125) Ordinarily, material should be purchased only for works in progress and no reserve
of stock should be kept except with the specific sanction of, and to a money limit to
be prescribed by, the minor local Government. If such a reserve has been
sanctioned, the Divisional Officer is authorised, subject to the approval or sanction
of the estimate therefore where required by the provisions of paragraph 124, to
purchase or manufacture stock to an extent sufficient to keep it up to this limit.
C. SALE AND WRITE-OFF OF STORES.
126) All articles of stock (not including tools and plant) which are not likely to be
required during the following twelve months, should be reported to the Divisional
Officer who will, if necessary, take the Superintending Engineer's orders as to their
disposal.
127) When stock materials are sold to the public or to other departments, an addition of
10 per cent, must be made to cover such charges on account of supervision,
storage, and contingencies as are not provided for in the rates fixed under
paragraph 193 and 195-A of the Central Public Works Account Code. This addition
may, however, be waived by the officer empowered to sanction the sale in the
case of surplus stock which, in his opinion, would otherwise be unsaleable. See
also paragraphs 193, 195, and 437 of the Central Public Works Account Code.
128) Except as provided in paragraph 127, no public stores may be sold otherwise than
by public auction, without the permission of the Superintending Engineer.
Commission, which should ordinarily not exceed 5 per cent., may be allowed to the
auctioneer, not being a departmental subordinate, but no commission can be
allowed on private sales.

Note. — When stores are sold by auction, responsible officer or


subordinate should attend and record the final bids, in order to enable
the sale accounts rendered by the auctioneer to be checked.
129) When stores of any kind become unserviceable, a report thereof should be made
in Central Public Works Account Form No. 18. This should be done at once on
discovery of the fact.
130) All losses of stock should be immediately investigated and steps-taken to obtain
the sanction of competent authority to their write-off, if necessary. See also
paragraph 47 of General Financial Rules.
Note.—In the case of serious losses, the Divisional Officer should hold
a departmental enquiry, and record the evidence and his findings
thereon, including a finding as regard the responsibility and
culpability of the persons concerned.
D. STOCK TAKING.
131) Divisional Officers are to have stock taken throughout their divisions at least once
a year. It is not necessary that all the stores of a division, or even of a sub-division,
should be checked and counted at the same time, but the dates on which articles
are taken stock of should be entered in the store returns. Important stores should,
as a rule, be counted by an officer not below the rank of a sub-divisional officer.
F. MATHEMATICAL INSTRUMENTS.
132) All new instruments required for the Public Works Department, which have been
provided for in sanctioned scale, should be obtained by indent from the Director-
General Survey of Pakistan. Except when the cost does not exceed Rs. 50, all
indents on the Director-General Survey of Pakistan, should be accompanied by a
certificate by the indenting officer to the effect that the supply of the article detailed
therein is covered by a sanctioned estimate, and the specific reference numbers of
the instruments shown in the price list of that office should always be quoted.
Instruments requiring repair should ordinarily be sent to the Director-General
Survey of Pakistan, or to the Depot from which they were supplied for the purpose.
Surveying and mathematical instruments should not be stocked in excess of
requirements and surplus instruments should be returned either to the Director-
General Survey of Pakistan or to the Depot from which they were obtained.
133) The Divisional Officer is responsible that the surveying and mathematical
instruments in his division are properly cared for. Any injury to the instruments due
to neglect or carelessness should be made good at the expense of the officer or
subordinate responsible for the damage.
F. STORE-KEEPERS.
134) If a Store-keeper is appointed, he will have nothing to do with the disbursement of
cash the supply of materials, or the preparation of bills. His duties will be confined
to the custody, preservation and issue of the stores under his charge, and to
keeping the required returns relating to them.
G. POWERS OF MINOR LOCAL GOVERNMENTS AND OF OFFICERS OF
THE PUBLIC WORKS DEPARTMENT IN RELATION TO THE SALE AND
WRITE OFF OF STORES.
135) The following powers are exercised by minor local Governments and by officers of
the Public Works Department in relation to the sale, disposal and write-off of
stores.
Minor local Chief Engi- Superin- D ivisional
Govern- neer Pakis- tending Officer.
ment. tan Public Engineer.
Works
Departm ent
.

a) Losses due to depreciation of stock. Full Rs.20,000 Rs.10,000 Nil

b) Losses on stores due to fraud or the


negligence of individuals or to other Rs.10,000 .. Rs.1,000 Nil
causes.

c) Issue of orders declaring stores,


other than those referred to under
(a) and surplus or unserviceable, the Full Rs.20,000 Rs.10,000 Rs.2,500
original purchase value of the articles
being estimated if not known

d) Issue of orders for disposal of stores


declared by competent authority to be
surplus or unserviceable (subject to
any orders the superintendin g .. .. Full Rs.10,000
E ngineer m ay have passed when the
stores were so declared by himself
or by the minor local Government)1

e) Sale to private persons at full value2


.. .. Full Rs.1,000
plus ten percent unless waived.

f) Write-off from returns of tools and


plant of article of which full value .. .. .. Full
has been recovered

g) Write-off from returns of tools and Full Rs.20,000 Rs.10,000 Rs.1,000


plant of which part value has been
recovered.

h) Adjustment of losses on
.. .. Full Rs.1,000
manufacture account.

1
The authority issuing orders under this clause should, after the disposal of stores of which value accounts
are kept, determine and intimate to the audit officer concerned the net amount to be written off to the final head
(to be specified) as " loss on stock "
2
See also paragraph 195 of the Central Public Works Account Code,
APPENDIX.
(Referred to in paragraphs 60 to 62.)
Powers of authorities to accord administrative approval to works required to meet the needs of the
Central Departments specified.

N a m e o f A u th o rities Residential N on -
Buildings. reside n tia l
B uildings.

Rs. Rs.

Customs Department.

Central Board of Revenue 20,000 20,000

Collector of Customs, Karachi. 2,500 2,500

Salt Department.

Central Board of Revenue...... ... ... ... .. 20,000 20,000

Governments of East Bengal, and Sind........ 10,000 10,000

Board of Revenue, East Bengal....... ... ... 2,500 2,500

Revenue Commissioner Sind...:............ 2,500 2,500

Collector Central Excise and Salt, Western Pakistan. 10,000 10,000

Assistant Collector Kohat and Chief Mining Engineer,


1,000 1,000
Khewra.. .. .. . . . .

Income Tax Department.

Central Board of Revenue.................. 20,000 20,000

Commissioners of Income Tax.............. 2,500 2,500

Mint.

M in t M a s t e r . . . . . . .. .. . . . . . . . . . . . . . . . . . . . 2,500 2,500

Ministry of Finance (Accounts.)

Auditor General....... ... ... ... ... ... .. 5,000

All Civil Accountants-General.. . . . . . . .. 1,000

Posts and Telegraphs.


Director-General of Posts and Telegraphs.... 10,000 20,000

Postmaster-General, Director, Posts and Telegraphs, Sind and


10,000 20,000
Baluchistan, Controller of Telegraph Stores and Director of Wireless.

Survey Department.

Director-General Survey of Pakistan .......... 5,000 5,000

A rc h a e o lo g ic a l D e p a rtm e n t

Director of Archaeology in Pakistan. ......... 10,000 10,000

Forest Department.

Inspector-General of Forests ................ 5,000 5,000

Agricultural and Civil Veterinary Departments.

Director of Dairy Research . . . . . . . . . . . . . . . . . . 10,000 10,000

Imperial Dairy expert . . . . . . . . . . . . . . . . . . . . . . … 2,500

Meteorological Department.

Director-General of Meteorology. ........... 5,000 5,000

Printing and Stationery.

Controller of Printing and Stationery, Pakistan . . . . . . . . . . . . . . . . . 4,000 4,000

Broadcasting.

Controller of Broadcasting . . . . . . . . . . . . . . . . . . 2,500 2,500

Civil Aviation

. Director of Civil Aviation in Pakistan ........ 10,000 10,000

Geological Survey of Pakistan.

Director Geological Survey of Pakistan. ..... … 5,000

Mines Department

Chief Inspector of Mines in Pakistan. ....... 5,000 5,000

Public Works Department.

Chief Engineer Pakistan Public Works Department in respect of original


works in connection with buildings for which the Ministry of Health and
Works is the administrative Ministry.................................

ln the East Bengal, the Punjab, and Sind Provinces....................... 20,000

Provincial Governments (in the case of Public buildings appertaining to


… 10,000
the Government of Pakistan)................................

Home Division

Director, Intelligence, Bureau................ 2,500 2,500

Deputy Director, Intelligence, Government of Pakistan, Peshawar...... 500 500

Miscellaneous.

Local Head of any Central Department not specifically mentioned..... … 50


INDEX
This index has been com piled for the purpose of assisting references. N o expression used in it
should be considered as in any w ay interpreting
rules.
the
Paragraph.
A
47,93
A c c id e n ts ---
Divisional Officers required to report .. .. ..
43
Accountant----
Divisional— responsible correct
for compilation of accounts .. .. ..
Position of Divisional— in relation to Divisional O.fficer . . . .. 43
A c c o u n tsResponsibility
--- of Divisional Officers for—.. .. 42
Responsibility of superintending Engineers for 34
Acquisition of land---See Land.
A d d itio n s S
—ee Alterations.
60,61,62
A d m in is tra tiv e A p p ro v a l
By whom given .. ..
Definition of— 54
Minor local Governments may delegate powers of— to subordinate 64
officers... .. ..
Not required to irrigation works 54 Note
Of Government of Pakistan when required 62
Appendix
Powers of Authorities to accord—to works for certain central departments

Powers of minor local Governments to accord— to :—


63(a)
Addition to residential buildings.. .. ..
63(b)
Alterations and additions to Circuit Houses .. ..
60 Note.63(c)
Expenditure upon Government Houses ..
Works generally 60
Powers of Public Works Department of minor local Government to 63(a) Note
accord-to additions to
residential buildings.
Procedure for obtaining-- 54
Revised—to alterations inoriginal proposals when
required.. . . . . 54
Revised—when necessary cases
in of excesses over
original estimates .. 65
When required ., . 54
1-A
A g en cy —
For execution of original works, special and ordinary repairs ,. ..
63
A lte ra tio n s —
Administrative approval of Government of Pakistan to—of existing residential
buildings when required .. .. ..
Divisional Officers prohibited from making—in sanctioned designs .. 95
Important structural—require orders of original sanctioning authority .. 56
Powers of local Governments to accord administrative approval to—to Circuit 63(b)
Houses .. ..
Powers of Public Works Department of minor local Government to accord 63(a) Note
administrative approval to - of residential buildings ..
Revised administrative approval to—in original proposals when required 54
Appropriation (s)— 57
Definition of— .. ..
Operates as expenditure sanction.. .. .. 55
Powers of minor local Governments to sanction— 76
29
A u d it O ffic(s
e r)—
Exercise concurrent control with Chief Engineers over accounts matters . .
58
Must be informed if work commenced without necessary sanction or funds

Required periodically to inspect furniture and stocks in residences of high 113


officials..
2
Term includes Pay and Accounts Officer
B
79
B ridges —
Removal of — requires sanction of Government of Pakistan . .
120
Register of—and culverts how maintained
30
Budget Estimates —
Chief Engineer responsible for preparation of — . .
Buildings--- 1-A
Agency for execution of original works, special and ordinary repairs rela
ting
to— ..
All Public— to be inspected periodically by Superin
tending Engineers and 35,45
Divisional Officers ..
Consent of Superintending Engineer required to occupation of public— as 119
residences .. ..
Cost of portion of— dism antled without replace
ment how adjusted 52 Note 2
Divisional Officers respon
sible that plans of—
corrected when altera
tions made .. 45 Note
..
Insurance of Govern ment— when permissible 118
Leases of Government— to private individuals may be granted by tending
Superin 116
Engineers ..
Papers to be submitted with applications for sanction to purchase— . 114
Powers of Superintending Engineers to sanction lump sum estimates for repairs106
to— .. ...
Public— to be provided with necessary fixtures.. 112
Purchase of— requires sanction of minor local Government .. .. 114
Register of—how maintain
ed ... . .. 120
Register to fixtures in— how executed and charged ... .. .. 112
Sanction of Government of Pakistan when required to sale or dismantlement
of 115
—.
Terms of leases of public—
to private individuals .. 116,117
C
Cashiers- 16
Must furnish security ..
26
Casualties-
Procedure to be observed when charges fall vacant owing to sudden
7
Censures—
Entry of—in personal regis
ters of engineering subordinates... ..
Chief Engineers— 30
Control of— over expenditure .. ... ..
Duties of— .. 27-31
Exercise concurrent control with Audit Officers over accounts matters ... 29
108
Chief Engineer----concld.
May be empowered to authorize undertaking of deposit works .. ..
Position of— .. .. 27
Powers of—to accord technical sanction .. 68
Responsibility of—for transfers and postings .. 28
Responsibility of—for budget estimates .. .. 30
Responsibility of—for revenue assessments.. .. 31
Responsible for communication of sanctions to Audit Officer .. .. 78
Responsible for watching expenditure a g a i n s t grants .. .. .. 30
Circuit Homes-Powers of local Governments to accord administrative 63(b)
approval to additions and alterations to—
Civil Officers-Extent to which Divisional Officers required to comply with 54,56 Note
demands of—for estimates..
Requisitions by—for petty works and repairs .. 101
Clerical Establishment-May be required to furnish security .. .. .. 16
1
C o d e, C en tral P u b lic WDepartm
o rk ent—
S c o p e o f .. .. ..
124
C o llec tion—
Of materials costing more than Rs. 10,000 must be covered by estimate ..
1
C o m m a n d e r-jn -C h ie f—
Rules regarding residence of— not overriden by Code .. ..
75
Commencement of work—
Before detailed estimates ofcomplete project sanc
tioned .. ..
By Divisional Officers pro
hibited without sanctionof competent authority.. 95
107
C o m m e n c e m e n t o f wconcld.
o rk —
On periodical repairs in anticipation of sanction to estimate
58
Rules to be observed before
7
C o m m e n d a tio n s —
Entry of—in personal registers of engineering subordinates
128
C o m m is s io n —
Of 5 per cent, allowable to auctioneer on sale
stores
of
1-A
Communications—
Agency for execution of original works, special and ordinary repairs relating to
— ..
See Roads.
100
Completion Plans---
Disposal of—
C o m p le tio n R e p o rts --- 100
Disposal of—
Divisional O fficers respon sible for— .. .. 46
How to be fram ed.. .. 99(b)
O ffice of record of - .. 100
Superintending Engineersponsible re that no delay allowed to occur m
in ission
sub 35
of—
Utilization of— as revised estimates.. .. .. 72,98
When required .. 99(b)
99(a)
C o m p le tio n S ta te m e n t—
How to be framed.. ..
When required .. . 99(a)
Utilization of—as revised estimate .. .. 98,99(a)
82
Contingencies—
Allowances for—in estimates .. .. ..
Powers of authorities to direct — to new works .. 85
89(c)
C o n tract D o cu m en ts—
List of—required..
Must be approved by authority competent to accept tender before 89(a)
tenders invited
91 Note 2.
Contract (s)—
Amount of for purpose of determining authority competent to accept—.
Except under legal advice must be executed on standard forms .. 89(c)
Minor local Governments may permit or condone departures from rules relating
89(g)
to .. ..
Must be strictly enforced.. 89(f)
Officers empowered to execute—.. .. 91
Powers of officers to give
several—for the same work to different contra
ctors 90
.. ..
Restrictions on powers minor
of local Governments
and officers to accept— 89(d)
Should contain stipulations as to quantity of work and time allowed for 89(c)
execution ..
See also Contract docu m ents, Tenders.
D
D e ath s- 93
Procedure in cases of—due to accidents on works..
87
Defence Ministry—
Reference to—of proposals for occupation of land held for Military purposes
.. .. ..
111-IV
Deposit works —
Advances of Government money to meet arrears
contributions
in for—prohi
-
bited ..
111-II
Allowances to be made estimates
in for—for de
partmental charges
108
Authorities authorized to sanction undertaking of— .. .
108
Definition of—
108
Department may be requir
ed to undertake—
Excess on—to be imme
diately reported 111-V
110
No interest allowed on sums deposited for— ..
111
Procedure to be followed
in undertaking—-

Procedure when works exe partmental funds and partly from109


cuted partly from de
contributions
110
Realization of contribu
tions
111
Rules regarding—...
115
Dismantlement—
Authorities empowered to sanction—of public buildings ...
11
Dismissal (s)
Month's notice to be given to temporary and work charged establishments
on . . . .
Divisional Officers-Authorities from whom— can receive orders .. 50
Duties of— .. .. 40-56
Extent to which— required to com ply with demands of Civil Officers for. 54, 56 Note
estimates .. ..
May be empowered to authorize undertaking deposit
of works .. .. 108
May reduce technical sancti ons if excessive .. 74
May remit percentage char ges on sale of surplus stock .. .. 127
Position of—in relation to divisional-accountants .. 43
Power of— 91
To accept contracts
To accord technical sanc tion to estimates 68
To adjust losses on manufacture of stores 135 (h)
To dispose of unservice able or surplus stores. 135 (d)
To issue stores to private persons .. .. 135 (e)
To pass excesses over estimates .. ., 71
To purchase and manu facture tools and plant 123
To purchase stores for reserve stock .. ,. 124
To purchase stores under sanctioned estimates.. 122
To sanction repairs to tools and plant .. 123
To sanction temporary and work-charged establishment.. .. 12
To write-off tools andp lant.. .. .. 135 (f) and (g)
Prohibited from making material alterations in sanctioned designs .. 95
Required to inspect all public buildings annually 45
Required to inspect furni ture in residences of high officials .. .. 113
Required to maintain regis ter of buildings... .. 120
Required to oppose propo sals for construction of works unless satisfied of their 54
necessity ., ..
Required to report acci dents .. .. ... 47, 93
Required to report sanctions accorded by them monthly... 78
Required to report surplus stock .. .. .. 126
Responsibility for revenue assessments .. 49
Responsibility for transfers 41
Responsible for accounts 42, 43
Responsible for adminis tration of grants .. 48
Responsible for arrange ments for custody of stores .. .. 121
Responsible for completion reports .. .. .. 46
Responsible for land and buildings in their charge 45
Responsible for reports of probable excesses .. 44
Responsible that plans of buildings corrected on completion of alterations 45 Note
Should endeavor to find tenants to, vacant build ings .. .. .. 116
E
7
Engineering subordinates—
Maintenance of personal registers for— .. .
May be required to furnish security .. .. .. 16
Establishment--- 111-II
Allowances to be made for—in estimates for deposit works ..
General rules regarding— borne on Provincial cadres .. 4-6
See also Engineering subordinates, Temporary establishment, Work-charged
establishment, Medical establishment
Estimate (s)— 81
Abstract of—how framed
Allowance for contingen cies in—' ... .. 82
Allowance to be made in —for deposit works, forestablishment and tools and 111-II
plant . ... ...
Commencement of periodi cal repairs in anticipa
tion of sanction to— ... 107
For manufacture or collection of materials how dealt with- ... ... 124
For repairs to public buil
dings should include taxes payable by Gov - 104
ernment .. .. .
Definition of term .. .. 81
Items to be included in— for repairs .. .. 104
Lapse of sanction to — .. 77
Lapse of sanction to —for ordinary repairs.. .. 103
Of cost of land for acqui
sition how framed .. 86
Provision for work-charged establishment in—howmade. .. .. 10
Required for collection or manufacture of- materials costing more than Rs.124
10,000.. ..
Required for purchase or manufacture of tools and plant if cost exceeds Rs. 123
500 .. .. ..
Sanction to — for special repairs does not lapse at end of year .. .. 105
Separate — necessary for repairs to each work or group of works .. .. 102
Superintending Engineer may sanction lump sum— for repairs to buildings106
Working year for annual maintenance — fixed by minor local 103
Governments
See also Revised estimates and Supplementary estimates.
44
Excess(es)—
Divisional Officers responsible for reporting probable — .. .. ..
Of less than 5 per cent, how dealt with.. .. .. 71
On deposit works to be immediately reported .. 111-V
On residential building , forming part of a project estimate ... 85 Note
Powers of authorities to pass — over estimates .. 71
Revised administrative approval when necessary in case of—over original 65
estimate .. .. ..
See also Revised estimates and Supplementary estimates.
55
E x p e n d itu re S a n c tio n —
Definition of — .. ..
Given by Finance Ministry 66
Modifications in— 67
F
79
Ferries—
Removal of—requires sanction of Government of Pakistan.. . . . .
66
Finance Ministry—
Expenditure sanction given by — .. .. ..
112
Fixtures —
Public buildings to be vided
pro with necessary— .
Repairs to— in buildings how executed .. . 112
17
Forms —
Sanction of Government of Pakistan required to alterations in standard— ..
123 Note
F u rn itu re —
Powers of Superintending Engineers to purchase office— ..
Special rules regarding — in residences of high officials 113
G
60 Note
G o v e rn m en t H o u s es —
Powers of minor local Governments to sanction outlay on— ... ...
Restriction on powers of minor local Governments to sanction supplemen- 63 (c)
tary estimates for ...
Special rules regarding furniture in ... ... 113
See also Governor-General's residences.

G o ve rn m e n t of P ak is ta n—
Administrative approval of — required to :—
Estimates for additions and alterations' to Circuit Houses in certain 63 (b)
cases .
Estimates in excess of the powers of minor local Governments or 62
officers of central departments .
Sanction of—required to:— Abandonment of main roads 79
Alterations in standard forms ... 17
Occupation of land held for military purposes . 87
Removal of bridges and ferries... 79
Sale or dismantlement of buildings costing more than Rs. 10,000 115
1
Governor-General's residences—
Special rules regarding—not overridden by Codes.
59 Note
G ro u p s o f w o rk s —
Definition of— ...
Limitations on sanctions of officers to—... 59
14
G u a rd s —
Employment of—other than police ... ... ...
13
Rules regarding employment of police—

I
132
In d e n ts —
Certificate to accompany— for mathematical and surveying instruments
36
In s p e c tio n re p o rts —
On Divisional Officers' offices required from Superintending Engineers

In s tru m e n ts —
See Mathematical and veying Instruments.
118
In s u ra n c e s —
Minor local Governments may effect — of specially valuable property
110
Interest-No—allowed on sums deposited as contributions for public works
54 Note
Irrigation works—
Administrative approval to —not required ...

L
94
L a b o u r re p o rts —
How prepared
86
Land—
Rules for acquisition of—
87
Special rules regarding occupation of—held for military purposes ...
77
L a p s e o f sa n c tio n
To estimates .
116
Leases —
Superintending Engineers may grant—of public buildings to private indi-
viduals .. . .. ..
Terms of — of public buildings to private individuals .. .. .. 116, 117
Leave- 6
Applications for—of officers borne on Provincial cadres how made
123 Note
L iv e -s to c k ---
Powers of minor Governments to purchase ...
L o c a l B o d ie s---
Rules regarding purchase of European Stores for or by—122
inapplicable in certain cases .. ..
9
L o c a l F u n d w o rk s —
M em bers of departm ent may be em ployed on— at discretion of m inor
local Governm ent ...
88
Lo cal G ov ernm en ts—
Powers of minor—in miscellaneous matters:— To accept contracts
To purchase live-stock . 123 Note
To sanction outlay on Government Houses 60 Note
To write-off irrecoverable value of stores lost .. 135 (b)
Powers of minor—to accord administrative approval to:- 63 (b)
Alterations and additions to Circuit Houses
Alterations and additions to residential buildings 63 (a)
Works generally . . . 60
Restriction on powers of minor—to sanction supplementary estimates for 63 (c)
Government Houses ....
130
Losses---
Of stores to be immediately investigated
Powers of authorities to write off—of stores 135
135 (h)
Powers of authorities to adjust —on manufacture of stores
Powers of Superintending Engineers to sanction estimates for - of stores 135 (a)
due to depreciation ..
M
M a n u fa c tuDivisional
re - officers m ay-stock to keep reserve up to sanctioned lim
125it
..
Estim ates for— of mater ials how dealt with .. 124
Estim ates required for— of tools and plant if cost exceeds Rs. 500 . 123
Of materials costing more than Rs. 10,000 must covered
be by estimate. . . 124
Powers of authorities to — tools and plant .. .. 123
Powers of Divisional offi cers to adjust losses on — of stores .. 135 (h)
Materials--- 121
Charged to works, included under head of " Stores "
Estimates for manufacture and collection of— how dealt with . 124
Manufacture or collection of— costing more than Rs. 10,000 m ust 124
be
covered by estim ate ..
132
M athe m atical an d S urveying ins trum en ts—
Certificate to accompany indents for— ... ..
Cost of repairs of damage to—recoverable from person responsible 133
Repairs to—-how executed 132
To be obtained from Survey Department .. .. 132
37
M easu rem en t B o oks—
Superintending Engineers required to inspect— ..
37
M e a s u re m e n ts —
Superintending Engineers
responsible for observ
ance of rules regarding check
— .. .. ..
15
Medical establishment—
Rules regarding— ..
See also Sub-Assistant Surgeons.
121
M etal---
Road—included under head of " Stores "2
2
M inor LocalG o v e rn
ment(s)—
Definition of term— ..
Exercise discretion as regards insurance ofvincialpro property .. 118
Filling of posts under— .. 4, 5
Fix reserve limit of stock for divisions .. .. 125
Fix working year for annualmaintenance estimates .. 103
Make rules regarding security deposits 16
May authorize employment of guards.. .. 14
May authorize undertaking of deposit works 108
May delegate powers of ministrative
ad approval to subordinate authorities 64
May employ members of department on Local Fund works .. 9
May exercise powers dele gated to Public Works Department officers .. 3
May frame rules to regulate execution of work by piece-work 88
May permit or condone departures from rules relating to contracts .. 89 (g)
May prescribe procedure for scrutiny of designs and estimates of works 54 Note
required in public interests .. .. ..
May prescribe subsidiary rules for preparation of estimates.. 81
May sanction purchase of buildings for public poses
pur .. .. 114
May sanction sale or dism antlement of buildings valued at less than Rs. 115
10,000 .. ..
Ministry of Health and works exercises powers of a— for circles and 2
divisions under its control .. .. ..
N
Notice--- 11
Month's—to be given by, or to, temporary and work charged
establishments on resignation or dismissal .. .. ..
O
1-A
O rig in a l W o rk—
(s )
Agency for execution of—
Cost of—replaced how adjusted .. .. .. 52 Note 1
Definition of— .. 52
P
2
Pay and Accounts Officer-
Term Audit Officer includes — .. ...
7
Personal Registers —
Must be maintained for engineering subordinates
101
Petty Works-
Definition of— . ... .
Detailed estimates not required for— .. 56, 101, 111
Procedure in regard to — 101
Requisitions by Civil Officers for— .. .. 101
88
Piece-work —
Definition of—
Minor local Governm ent m ay fram e rulesgulate to re execution of work by— 88
..
.. ..
Not included in the term 'contract' .. .. 88
Plans-Divisional Officers responsible for maintenance of— of all lands within 45
their charge .. .. ..
Record—to be maintained in Divisional Officer's office .. .. .. 45 Note
Divisional Officers responsible that—of buildings corrected when any al- 45 Note
terations made .. ..
P o lic e G u a rd sVide
— Guards
4, 5
Posts---Filling of—under minor local Governments

P o w e rs o f s a n c tio n —
See Divisional Officers, Minor local Governments, etc.
94
P ro g re s s re p o rts —
Preparation and submission
of—
Project(s)--- 80
Affecting interests of more ~than one province ..
Cost of substantial sectionof—abandoned how dealtwith.. . . . . .. 73
Papers to be submittedwith— .. ... . 81
Savings due to omission of substantial section
of—may not be utilized on 84
other sections ..
6
P ro v in c ia l G o v e rn m e n ts —
Applications for leave or retirement of officers borne upon the cadres
of— ... . .
Appointment to posts undera minor local Government of officers borne 5
upon the cadre of— ..
Obtaining of Officers from .. .. . 4
122
P u rc h a s e —
Cases where rule regarding— of European Stores inapplicable .. ..
Divisional Officers may— stock to keep reserve up to sanctioned limit 125
Estim ates required for— of tools and plant if cost exceeds Rs. 500 .. .. 123
Of buildings requires sanc
tion of minor local Government .. .. 114
Of stock for execution of sanctioned works... 122
Papers to be submitted withapplications for sanction to— buildings .. .. 114
Powers of authorities to—
off ice furniture .. 123 Note
Powers of authorities to— stores .. .. .. 122, 125
Powers of authorities to— tools and plant .. .. 123
Powers of minor local Governm ents to— live stock .. ' .. .. 123
R
R e -a p p ro p ria tio n —
See Appropriation.
18
R e c o rd s —
Destruction of official— ..
Office of—of completion reports .. .. .. 100
45 Note
R e c o rd p la n s —
To be maintained in divisional offices .. ..
120
R e g is te r o f B u ild in g s —
To be maintained ..
19
R e g iste r o f In cu m b e n ts —
To be maintained in divisional and sub-divisional offices .. ..
Religious edifices-Must not be destroyed or injured in execution of works 92
..
127
R e m iss io ns —
Of percentage charges on stores .. .. ..
Renewals and Replacements- General rules regarding classification of 52 Note 1
— ..
Repairs- 1-A
Agency for execution of—
Commencement of work on periodical—in anticipa tion of sanction to 107
estimate .. .. ..
Definition of— .. .. 52
Detailed estimate not re quired for petty— 56, 101
Items to be included in estimates for— 104
Lapse of sanction toestimates for—other thanspecial .. .. 103
Minor local Governments fix- working year for— estimates.. .. .. 103
Power of authorities to sanction—to tools and plant .. .. 123
Powers 'of Superintending Engineers to sanctionlump estimates for—to 106
buildings.. .. ..
Procedure in regard to requisitions for— .. 101
Separate estimates necess ary for—to each work orgroup of works .. 102
Taxes on public buildings payable by Government to be included in- esti 104
mates for— .. ..
To fixtures in buildings
how executed and charg ed .. .. 112
To mathematical and sur veying instruments how executed .. .. ., 132
R eplacem ents—
SeeR enew als and R eplace
m ents.
7
R e po rts—
A nnua l— on engineering
sub o rd in a te s to be mtaainined .. .. ..
101
Requisitions -
B y C iv il O ffic e rs fo r p e tty w o rk s a n d re p a irs ..1 2 5
R e se rv e o f s to-ck 125
R u les re ga rdin g m ainten ance o f— .. .. ..
R e sid en tial bu ild inCgs-
onditions on w h ich adm nistra i tive ap prova l to alteratio ns 63
or (a)
additio ns to— m ay be given ..
E xcesses on— fo rm ing part of a pro je ct estim a te .. 85 Note
P o w e rs of P u blic W o rks D epartm e nt of m ino r loca l G overnm ents to accord63 (a) Note
adm inistrative approva l to addition s to - . .. ..
R e sig na tion-M on th 's n otice to be give n by tem p ora ry a nd w ork-charged 11
establishm ents o n
6
Retirement—
A p p lic a tio n s fo r— o f o ffic e rs b o rn e o n P ro vin c ia l ca d re s h o w m a d e
31
R evenue---
R es p o n sib ility afosrs e sms en ts o f:—
C hie f E n g in e e rs .
Divisional Officers ... 49
Superintending Engineers 38
70
R e v ise d es tim a te (s )—
Powers of authorities toaccord technical sanctionto— .. .. ..
Report and comparative statement
• must accompany— .. .. . . . 97
Utilization of completion report as— ... ... 98
When necessary .. .. 69
Roads-Administrative approval to—not required .. . 54 Note
Main—may not be aban doned without sanctionof Government of Pakis
tan . 79
.. .. ..
See also Metal.
S
Sale--- 127
Authorities competent to remit percentage charge on—-of surplus stock ..
Comm ission allowable to auctioneer on— of stores 128
Of stores must be by public auction .. .. .. 128
Percentage addition ordina
rily to be made to value
when stores sold to public
or 127
other departments ..
77
S a n c tio n s )—
Lapse of—to estimates ...
To works applies only toprecise objects for whichestimate intended to pro
- 83
vide ... .. ..
Monthly return of— .. 78
See also Expenditure sanction and Technical sanc
tion.
Savings--- 84
Due to abondonment of substantial section ofproject a may not be utilized
on other sections ..
On works may not be utilized for additional work
not contemplated in origi
nal 83
project .. ..
Security deposits— 89 (e)
For performance of contracts should always be taken .
Rules regarding—of estab lishment .. .. .. 16
Special repairs--- 1-A
Agency for execution of—
Sanction to estimates for— does not lapse at end of year ... 105
Stock--- 127
Authorities competent to remit percentage charges on sale of surplus— ..
Divisional Officers may purchase or manufacture —to keep reserve up to 125
sanctioned limit
Included under the head of "Stores" 121
Not likely to be required within twelve months to be reported for orders to 126
Divisional Officer
Purchase of—for execution of sanctioned works . 122
35
Superintending Engineer responsible for verification of—in division
131
Stock-taking----
Arrangements to be madefor— ...
134
S to re K e e p e rs —
Duties of— .
May be required to furnish security .. 16
122
Stores—
Cases where rules regarding p u rch a se , o f E u ro p e inapplicable
an—
121
Classification of—
Commission allowable to auctioneer on sale of--- 128
135 (h)
Divisional Officers may ad just losses on manufacture of—.. ..
Divisional Officers responsible for arrangements for custody of— . 121
130
Losses of— to be immediately investigated . ..
127
Percentage addition ordinarily to be made to value when — sold to
public or other departm e nts .. .. ..
124
Powers of authorities to purchase or manufacture. . . . . ..
135 (b)
Powers of authorities to write-off irrecoverable value of— lost . .
135 (d)
Powers of officers to dispose of unserviceable or surplus .. ..
135 (d)
Powers of officers to write-off unserviceable— ..
135 (a)
Powers of Superintending Engineers to sanction estimates for losses of—
du e to de precia tion ..
R e po rt o f u nservicea ble — 129
S a le of— m ust be by lic puba u ctio n . .. . 128
15
Sub-Assistant Surgeons —
Allowed as part of departmental establishment ..
51
Sub-Divisional Officers---
Responsibilities of— ..
47, 93
Superintending Engineer(s) —
Accidents must be reported to- .. .. ..
122
Approval of— required to large purchases of stock for sanctioned works . .
39
Correspondence by — with other departments ..
32-39
D u tie s o f—
. . . ..
107
May authorize commencement of work on periodical repairs in anticipation of
sanction to estim a te .. .. ..
128
May authorize sale of stores otherwise then by public auction . . ..
108
May be empowered to authorize undertaking of deposit works . .
9
May be required to exercise supervision over Local Fund expenditure
34
May demand submission of Works Slip .. ..
85
May divert the contingencies of an estimate to new works .. .. ...
May permit public buildings to be used as resid e n ce s .. .. 119
16
May require security from establishment . . ..
May sanction destruction of records . . .. 18
May sanction leasing of buildings ... 116
78
Must report sanctions accorde d b y the m se lve
ands by their Divisional
Officers monthly to Chief Engineer.. .. ...
91
Powers of —
To accept tenders ..
68
To accord technical sanction to works . . ..
135 (d)
To dispose of unserviceable or surplus stores . ..
85
To divert contingencies to new w orks .. .
71
To pass excesses over estimates .., .. ..
12
To sanction employment of temporary and work charged establishment . .
135 (a)
To sanction estimates for losses of stores due to depreciation .. ..
123
To sanction estimates for repairs to tools and plant
106
To sanction lump sum estimates for repairs to buildings
124
To sanction purchase and manufacture of stores
123
To sanction purchase and manufacture of tools and plant ..
123 Note
To sanction purchase of office furniture ..
135 (b)
To write-off irrecoverable value of stores lost ..
135 (d)
To write-off unserviceable stores .. ..
36
Required to inspect and report on offices of Divisional officers .. ..
39
Required to inspect measurement books.. ..
33
Responsibility for transfers and postings .. ..
38
Responsibility for revenue assessments .. ..
36
Responsible for efficiency of establishment in their circles .. .. ..
34
Responsible for investigating excesses over subheads .. .. ..
37
Responsible for observance of orders regarding check
measurements' .. ..
34
Responsible for submission of revised estimates when
necessary.. .. ..
35
Responsible for verification of stock in divisions
35
Responsible that no delay occurs in submission of Completion Reports ..
35
Should inspect all public buildings periodically ..
96
S u p p le m e n ta ry e s tim a teAmount
(s )-— of original estimate to be included in—
63 (c)
Restriction on powers of minor local Governments to sanction—for Govern-
ment Houses ... ..
96
When necessary .. ..

S u rv e y in g In s tru m e n ts —
See, Mathematical and Surveying instruments.
T
104
Taxes---
Estimates for repairs to pub
lic buildings shouldclude—
in payable by Go
-
vernm ent. .. ..
56
T e c h n ic a l s a n c tio n —
Can be accorded only in Public W orks Depart
ment .. .. ..
56
Definition of— .. ..
73, 74
Modifications in amount of. .... .. ..
56
Not required for petty works, petty repairs to buildings.. .. ..
68
Powers of officers to accord
—.. ... . .
70
Powers of officers to
accord—to revised esti
mates .. .. ..
75
To component parts of
projects. . . . ..
10
T e m p o ra ry e s ta b lis h m e n t—
Definition of— .. ..
12
Powers of officers to sanc
tion— .. .. ..
10-12
Rules regarding employ
ment of— . .. ..
91
T e n d e rs —
Officers em powered to accept— .. .. ..
89 (b)
Opening of— .. ..
89 (a)
Rules regarding invitation
of— .. .. . .
T o m b s ---
See Religious edifices.
T o o ls a n d P la n t---
Included under the head of "Stores" 121
123
. Powers of authorities to purchase, manufacture and repair— .. ..
123
Purchase or manufacture of —must be covered by estimates if cost exceeds
Rs. 500 .. ..
19-26
T ra n s fe rs ---
Procedure in regard to—of divisional and sub-divisional officers .. ..
W
10
W o rk -c h a rg e d e s ta b lis h m e n t---
Cost of—must be shown as separate sub-head of estimate
Definition of 10

12
Powers of officers to sanc
tion— .. .. ..
10-12
Rules regarding employ
m ent of— . .. ..
34, 44
W o rks S lip ---
Subm ission of— when cessary
ne ..
34
Superintending Engineers m ay dem and subm of—
ission . . . .
135 (b)
W rite -o ff---
Powers of authorities to— irrecoverable value of stores
lost. .. ...
135 (f) and (g)
Powers of officers to—tools and plant.. ..
135 (d)
Powers of officers to—unserviceable stores . ..
Register of Standing Orders Posted.

No. Date. Paragrapho f C o d e affec te d.D ate o receipt.


f In itia te o f p e rs o n b y w h o m
p o s te d a n d d a tep o fs tin g .
Register of Standing Orders Posted.

No. Date. Paragrapho f C o d e affec te d.D ate o receipt.


f In itia te o f p e rs o n b y w h o m
p o s te d a n d d a tep o fs tin g .
Register of Standing Orders Posted.

No. Date. Paragrapho f C o d e affec te d.D ate o receipt.


f In itia te o f p e rs o n b y w h o m
p o s te d a n d d a tep o fs tin g .
CENTRAL PUBLIC WORKS ACCOUNT CODE
With
APPENDICES
A P P L IC A B L E T O T H E F E D E R A L C IV IL S E R V A N T S IN P A K IS T A N
Corrected & Modified
By

H A M I D ALI ZAKA A L I
(M.A., M.Ed. LL.B.) (ADVOCATE)

(Exponents of Civil Service, Labour, Taxation & General Laws)

REVISED EDITION

THE IDEAL PUBLISHERS


(PUBLICATIONS OF LAW BOOKS)
Post Box No. 3514, Karachi - 74800

TA B LE S O F C O N TE N TS .
CHAPTER I.—EXTENT OF APPLICATION

CHAPTER II.—DEFINITIONS

CHAPTER III.—GENERAL OUTLINES OF SYSTEM OF ACCOUNTS.


A. Classification of Transactions.. .. .. .. ..
B. System of Accounts
.. .. .. .. .. ..

CHAPTER IV.—RELATIONS WITH ACCOUNTANT GENERAL.


A. General
..
..
B. Divisional Accountant
..
..
C . A cco u n ta n t G e n e ra l's In sp e ctio ns
..
..
D . C o m m u n ica tio n s o f S a n c tio n s to A cc o u n ta n t G e n e ra l
...
..
E . R e s ults o f A u dit

CHAPTER V.-XPPROPRIATIONS.
A . In tro d u c to ry .. .
..
..
..
..
..
B. Grants and their Distributions
..
,.
..
..
.
C. Grants for Expenditure in England.
..
..
..
..
..
D. W atching of Actuals ..
..
..
..
..
.

CHAPTER VI.— CASH.


A. Introductory
.. .. .. .. .. ..
B. M odes of obtaining cash from Treasuries—
I. General .. .. .. ..

..

..

..
II. Lim its on Sub-divisional Officers Drawings

..

..

..
III. C heques .. .. .. ..

..

..

..
C. Receipt of M oney—
I. Account Procedure
II. Disposal of Receipts
D. Paym ents—
I. M anner of Paym ent
II. Bills in.
III.Vouchers
E. Rem ittances to Treasuries
F . C a s h A c c o u n ts —
I. Cash Book—
(a) U p k e e p
(b) Balancing
(c) R ectification of E rrors
(d) Verification
II. Im prest
III Tem
. porary A dvance
G . C h eq u e B o o k s an d R ec eip ts B o o ks H . C u s to d y o f C a h
H. Custody of cash.

CHAPTER VII.—STORES.
A . Introductory.. .. ....
B . S tock—
I. G e ne ra l
II.Q ua n tity A cco un ts—
a) R e ce ip ts .. .. ..
b ) Issu e s .. . . ..
c) M on thly A b stra cts o f R e ce ip ts a n d Issu es
d) H alf-Y early B alance R eturn
e) C orre ction s
III. V a lu e A cco u n ts
(a)P a ym en t fo r S to ck R e ce ived
(bR) e co verie s fo r S to ck Issu ed — ..
(i)Issu e R a te s
(ii)S to ra ge cha rg e s
(iii)M o d e o f R e c o v e ry
(c ) V a lu a tio n o f Q u a n tity A c c o u n ts
IV. H a lf-Y e a rly R e g is te r o f S to c k
V .Ledger
V I. S to c k -ta k in g ..
V II.R e c tific a tio n o f A c c o u n ts
C . T o o ls a n d P la n t—
I. G e n e ra l
II. N u m e ric al A cco u n ts —
(a)R eceipts .. . .
(b )Is s u e s
(c ) R e g is te r o f T o o ls a n d P la n t
III.—P a ym e n t fo r S u p p lie s..
IV . R e co v e rie s-
(a ) F o r u s e o f T o o ts a n d P la n t .. ..
(b )F o r S a le s a n d T ra n s fe rs .. .. ..
V . V e rific a tio n ...
V I. R e c tific a tio n o f A c co u n ts .. .. .. ..
D . R o a d M e ta l-
I. Q u a n tity A c c o u n ts .. .. .. ..
II. R e c tifica tio n o f A c c o u n ts .. .. .. ..
III. S chedu le of R ates
IV . C h a rg e s fo r Q u a rrie s ..
E . M a te ria ls C h a rg e s to W o rk s ..

C H A P T E R V III. TR
--- A N S F E R E N T R.IE S

C H A P TE R IX ---R E V E N U E R E C E IP T S .
A . G e ne ral .. .. .. .. ..
B . Irrig a tio n R e v e n u e c o lle c te d th ro u g h D is tric t a n d R e v e n u e A u th o ritie s
C . R e n ts o f B u ild in g a n d L a n d --
I.D e m a n d s a n d R e c o v e rie s -
(a )F ro m P riv a te P e rs o n s .. .. .. ..
(b ) F ro m G o v e rn m e n t S e rv a n ts a n d P e n s io n e rs .. ..
D. Refunds and Remissions.
E . A c c o u n ts P ro c e d u re —
I.Registers of R evenue
II.Register of R ents

CHAP TE R X.— W O RKS ACCO U NTS .


A. G eneral
l
B . C a s h P a y m e n ts —
I.In tro d u c to ry .
II.P a y m e n ts to L a b o u re rs —
(a ) D e p a rtm e n ta l L a b o u r
(b ) L a b o u th
r ro u g h a C o n tra c to r
III.P a y m e n ts to S u p p lie rs a n d C o n tra c to rs —
(a ) R e c o rd o f M e a s u re m e n ts —
(I) M e a s u re m e n t B o o k s
(II)D e ta ile d M e a s u re m e n ts
(III)S ta n d a rd M e a s u re m e n ts
(v ) R e v ie w o f M e a s u re m e n ts
(b ) B ills a n d V o u c h e rs—
(i) F o rm s o f B ills a n d V o u c h e rs
..
(ii)P re p a ra tio n , E x a m in a tio n a n d P a y m e n t o f "tills
(c ) A id to C o n tra cto rs
(d ) A d v a n c e s to C o n tra c to rs
IV . P a y m e n ts to W o rk -c h a rg e d E s ta b lis h m e n t—
(a) Conditions of Employment
(b) Pay Bills
(c) Unpaid Wages
(d) Travelling Expenses
(e) Classification of Charge
C . Is s u e s o f M a te ria ls —
I. G e n e ra l
II. T o C o n tra c to rs —
(a )G e n e ra l C o n d itio n s
(b )A c c o u n ts P ro c e d u re
(c ) R e tu rn o f S u rp lu s M a te ria ls
(d )T o o ls a n d P la n ts le n t fo r u s e
III. D ire c t to W o rk s ----
(a )D e ta ile d A c c o u n ts o f M a te ria ls Is s u e d
(b )D is p o s a l o f S u rp lu s M a te ria ls
(c )V e rific a tio n o f U n u s e d B a la n c e s
D . A d ju s tm e n ts
E. W orks Abstracts—
I. Introductory..
II. Classification and Record of Final Charges—
(a) M ajor Estim ates .. .. .. .. ..
(b)Minor Estimates .. . .. .. ..
III. Suspense Accounts—
(a) General .. .. .. . .
(b) "Materials" Account .. .. . .
(c) " Contractors " and " Labourers " Accounts . .
IV. Liabilities Awaiting Incorporation .. . .
V. Record of Progress .. .. .. . .
VI. Preparation, Completion and Disposal of W orks Abstracts
F . R e g is te r o f W o rk s —
I. Form s of Registers of W orks and their Preparation
.. ..
II. Exam ination by Divisional O fficer .. .. .. ..
III. C losing the Accounts on C om pletion of W ork—
(a) Settlem ent of Liabilities and A ssets and Clearance of Suspense
Accounts
(b) Closing Entries and Review of Expenditure
.. ..
(c) Excesses over Estim ates—
(i) Excesses passed by Divisional O fficer ..
.. ..
(ii) C om pletion Reports and S tatem ents .. .. .
IV. Correction of Errors after Closing A ccounts.. .. .
V. Schedule of R ates .. .. .. .. ..
G. Contractors' Ledger—
I. Form and use of the Ledger .... .. .. ..
II. P osting the Ledger .. .. .. .. .. ..
III. Balancing and R econciliation .... .. .. ..
IV. Scrutiny of Accounts by Contractors .. .. . ..
H. Sundry Rulings—
I. Carriage and Incidental Charges . . .
II. C harges for Exam ination of Soil.. . .
III. Expenditure on Inauguration Cerem onies .
IV. Rates and Taxes on Buildings
. . . . .
V . Execution of W orks by other D epartm ents .
V I. Execution of G overnm ent W orks by Local B odies .
VII.Scope of Sanction .. . . . . .

C HAPTER XI— AC CO U NTS P ROCE DURE FO R LUM P S UM CO NTRA C TS.


A . G e n e ra l
B . P aym ents for w o rk d on e
C . F orm s o f B ills ..
D . S ub sid iary W orks A ccoun ts
E . C o ntracto rs' L ed ger..

CHAPTER XII—MANUFACTURE ACCOUNTS.


A . In tro d u c to ry
B . O p e ra tio n C h a rg e s
C . V a lu e o f O u ttu rn
D . G e n e ra l A c c o u n t

CHAPTER XIII—SUSPENSE ACCOUNTS.


A . In tro d u cto ry
B . P u rc h a s e s
C . S to c k
D . M is c e lla n e o u s P . W . A d va n c e
E . L o n d o n S to re s
F . W o rk s h o p S u s p e n s e
CHAPTER XIV.—WORKSHOP ACCOUNTS.
A . In tro d u c to ry
B . D ire c t a n d In d ire c t C h a rg e s
C . A n n u a l A c c o u n t a n d R e v ie w

CHAPTER XV.—DEPOSITS.
A . In tro d u c to ry
B . S e c u rity D e p o s its
C . O th e r D e p o s its —
I. For Works
II. Contractors' Closed Accounts
III. Miscellaneous
D. Lapsed and Confiscated Deposits
E . A c c o u n ts o f P u b lic W o rk s D e p o s its —
I. Deposit Register
II.S ch e d u le o f D e p o sits
F . A cc o u n ts of In te re s t b ea rin g S e c u ritie s

CHAPTER XVI.—NON-GOVERNMENT WORKS.


A . In tr o d u c to r y
B . D e p o s it W o rk s —
I. G e ne ra l
II. District Fund Work
III. Municipal, Cantonment and Port Trust Fund Works
C. Local Loan Works
D . T ak av i W o rk s —
I. Provision of Funds
II. Accounts of Expenditure ,.
III. Recovery through District and Revenue Authorities
IV. Water courses

CHAPTER XVII.--TRANSACTIONS WITH OTHER DIVISIONS, DEPARTMENTS


AND GOVERNMENTS.
A . G e n e ra l R u le s
B . A c c o u n ts
C . P ro c e d u re
CHAPTER XVIII.—PAY AND ALLOWANCES.
A . In tro d u c to ry ..
B . P re p a ra tio n o f B ills —
I. General
II. Classification
C. Encashment of Bills
.. . . . . .. .. ..
D . D is trib u tio n o f P a y a n d A llo w a n c e s —
I. G eneral .. .. .. .. .. ...
II. M iscellaneous R ecoveries from E stablishm ent
.. .. ..
E . .S p e c ia l A rra n g e m e n ts to p re v e n t d e la y s to P a y m e n ts
F . C o m m u n ic a tio n o f S a n c tio n s to A c c o u n ta n t G e n e ra l

CHAPTER XIX.— CO NTING ENT CHARG ES.

A. M odes of obtaining Cash .... .. .. .. ..


B . G e n e ra l R u les.. .. .. .. .. .. ..
C . S p ec ia l R u les —
I. W hen Cheques are drawn on Treasuries
.. .. .. ..
II. W hen Bills are drawn on Treasuries .. .. .. ..

CHAPTER XX.— DIRECTIO N AND OTHER SPECIAL O FFICES.


A. Introductory .. .. .. .. .. .. ..
B . R ec e ip ts .. .. . .. .. .. .. ..
C . P ay m e n ts —
I. Introductory .. .. .. .. .. .. ..
II.Pay and Allowances . .. . . . . ..
III. Contingencies .. .. .. .. .. ..

CHAPTER XXI— ACCO UNTS RETURNS OF SUB-DIVISIO NAL O FFICERS

CHAPTER XXII.— ACCO UNTS O F DIVISIO NAL O FFICERS.


A. Introductory . . . . . ..
B. Scrutiny of Accounts . . . . . ..
C . S e ttle m e n t o f A c c o u n ts w ith T re a. s u. rie.s.. .. ..
D . C o m p ila tio n o f A c c o u n ts
I. M onthly Accounts –
(a) Introductory
(b) Schedule Dockets
( c) Registers arid Schedules ..
(d) Schedule of W orks Expenditure ..
(e) Schedule of Debits to Stock
(f) Classified Abstract of Expenditure
(g) M onthly Account
(h) Subm ission to Accountant General
II. Review of Unsettled Accounts
III. Closing the Accounts of the year
IV. M iscellaneous Return
V. Correction in Accounts
VI. Pro Forma accounts
VII. Review by Divisional O fficer

CHAP TE R XXIII.— M ISC ELLANE O US


A . C h e q u e B o o k s a n dB Ro oe ck es ip t
B . T ra n s fe rs o f C h a rg e —
I. Divisional and Sub-divisional Officers
II. Divisional Accounts
C. Reconstitution of Executive Charges
D. Destruction of Records

APPENDICES.
1. Divisional Accountants . . . .
2. List of Major and Minor Heads of Public Works Receipts and Disbursements
3. Account Rules relating to the receipts and charges in the Public Works Department in
connection with cemeteries and churches
4. A ccount R ules rela tin g to W ater C ou rses
5. R ules for th e distribution of E stab lish m ent an d To ols and P lant ch arge s ..
6. R ules relatin g to th e bu dg et estim ates of C e ntral P ub lic W o rks
EXTENT OF APPLICATION
G O V E R N M E N T O F P A K IST A N C E N TR A L P U B L IC W O R K S A C C O U N T C O D E .
CH APTER I.— EXTENT O F APP LICATIO N.
The rules in this Code describe prim arily the financial m ethods and procedure to be observed by Publ
W orks Officers in dealing with actions
trans relating to Central P ublic W orks and in keeping and
rendering accounts of such transactions. They are supplem entary to the financial rules contained
in the Central P. W . D. Code, the General Financial Rules and the Treasury Rules of the C entra
G overnm ent, and, in so far as they deal w ith the initial and com piled accounts of P. W . Officers
they reproduce or are based on the directions given by the Auditor G eneral with the approval o
the G overnor G eneral, as em bodied in the Account Code, Volum e III. Likewise, any provisions in
this C ode relating to the requirem ents of audit are to be regarded as directions issued under the
authority of the Auditor
General.
In the adm inistrations under the direct control of the Central
ernm ent,
G ov the rules are wholly applicable.
Save where it is expressly provided
otherwise, they are-not applicable to Central Public W orks
carried out by the M ilitary Engineer Services or to any other departm ent of the C entra
G overnm ent, which w ill be regulated by departm ental regulations or by special orders issued by
G overnm ent, subject always to such directions as m ay be given by the A uditor G eneral w ith the
approval of the G overnor G eneral as regards the form of initial and com piled accounts and
m ethods and principles in accordance with which such accounts are kept.
W ith regard to m atters dealt with in this C ode, the execution of Central P ublic W orks, entrusted to th
agency of Provincial G overnm ents in G overnors' P rovinces, will be regulated, subject to the
directions con
tained in the Account Code, V olum e III, by rules m ade by the-'G overnm ent
concerned except where distinct provisions have been m ade in these rules to the contrary.
CHAPTER II.—DEFINITIONS
U nless there be som ething- repugnant in the subject or context,
term s defined
the in this chapter are used
in this Code in the sense here explained.
A ccountant G eneralm eans the head of an office of A ccounts and A udit subordinate to the A uditor
G eneral of P akistan w ho keeps the counts
ac of G overnm ent and, w hen used in relation to a
P ublic W orks division,
the head of the office to w hom the accounts of the division are rendered.
A dm inistrative A pproval.—
This term denotes the form al acceptance,
by die adm inistrative departm ent
concerned, of the proposals for incurring . any expenditure in the P ublic W orks D epartm ent on
w ork initiated by, or connected w ith, he requirem ents of such adm inistrative departm ent. It is,
effect, an order to the P ublic W orks D epartm ent to execute certain specified w orks at a state
sum to m eet the adm inistrative needs ofpartm
the deent requiring the w ork. S ealso clause (62).
A dvance P aym ent
m eans a paym ent m ade on a running account to a contractor for w ork done by him
but not m easured. S ee paragraph
229.
Appropriation.—See rules 27 to 30 and 35 in Appendix 6.
Assets.—In the accounts of works this term indicates all outstanding
or anticipated credits, which
have to be taken in reduction of final charges.. Examples : Recoveries of advances or
recoverable payments, and sale-proceeds or transfer value of surplus materials.
Bank.—The term “The Bank " means the State Bank of Pakistan,
or any office or agency of the
State Bank of Pakistan and includes any branch
of the Imperial Bank of India acting as
agent of the State Bank of Pakistan in accordance with the provisions of the State Bank
of Pakistan, order1948.
Book Transfer.— This term is applied to the process whereby financial transactions which do
not involve the giving or receiving of Cash, or of Stock materials, are brought to account.
Such transactions may cither affect the books of a single accounting officer, or they may
involve operationon the books of more than one accounting officer whose accounts are
ultimately incorporated in the accounts of Government. They usually represent liabilities
and assets of Government brought to account either by waysettlement
of or otherwise,
but they may also represent corrections and amend ments made in Cash, Stock, or Book
Transfer transactions previously taken to account.
Commercial Department.—
See Chapter 4 of the Account Code,
Volume I.
Competent Authority.—The term " Competent Authority" means Government or any other
authority to whom the relevant powers may delegated
be by Government,
Completion and Completed.—The expression " completion: of a work " should be
understood to include " abandonment of a work ", and " completed work " to include
"abandoned work".
Contingencies (Works).—When used in respect of the accounts of works, the term "
Contingencies " indicates the incidental expenses of a miscellaneous character which
cannot appropriately be classified under any distinct sub-head or sub-work, yet pertain
to the work as a whole.
Contract and Contractor.—The term "Contract" means any kind of undertaking, written or
verbal, express or implied, by a person, not being a Government servant, or by a
syndicate or firm, for the construction, maintenance or repairs of one or more works, for
the supply pf materials or for the performance of any service in connection with the
execution of works or the supply of materials. The term "contractor" means a
person, syndicate or firm that has made such an undertaking, but often its use is
restricted to contractors for the execution of works or for services in connection
therewith.
Department.—This term, when qualified by the prefix "The", is used to indicate the Public
Works Department, which, for the purpose of the rules in this Code, includes also the
works organization, if any, under a Chief Commissioner.
Deposit Works.—This term is applied to works of construction or repair the cost of which is
met, not out of Government funds, but out of funds from non-Government sources,
which may either be deposited in cash or otherwise placed at the disposal of the
Divisional Officer. Works executed for municipalities and other public bodies fall under
this category when the cost is chargeable either to cash deposits made for the
purpose, or to their credit balances at treasuries.
Detailed Head.—See paragraph 11.
Indirect and Direct Charges.—"Direct Charges " are those charges pertaining to a work, project
or job, which are incurred directly for its execution and are included in the regular
accounts of it. "Indirect Charges" are those charges which pertain, or are incidental to
a work, project, workshop job or manufacture job, but which are not incurred directly or
solely in connection therewith and thus cannot be taken directly into such detailed
accounts of it as are incorporated in the regular accounts of the expenditure of the
Department.
Direction office.—This term indicates the office of an administrative officer who has one or
more Divisional Officers working under his orders and is not himself entrusted with the
execution of works or with the receipt and disbursement of public money, e.g., a Chief
or a Superintending Engineer, or a Superintendent of Works; but, if such an officer is
also entrusted at any time with the receipt and disbursement of public money, he is
treated as a Divisional Officer for the purposes of this Code, even though some part of
his emoluments may be treated as Direction charges.
D irectio n O fficer.— head
T h e of a direction office is know nd by
esigthis
n a tio n .
E x p la n a tio n .—GAo ve rn m e n t se rva n t h olding th e ra nk of a S u pe rin ten d in g or e ve n a C h ie f E n g in e
is n o t a D ire ction O ffice r, unle ss the BDoire f thct*e b usine ss o f o ne o r m ore d ivisio n s is e ntru ste d to him .
T hu s a S up e rin ten ding E n g inee r e m p lo yed oduty n sp eiscia
n ol t a D irection O fficer.
D irec t a n d In d ire c t R ec e ip ts
D .—
ire ct
" R e ce ip ts " a re tho se item s of re ve nu e re ce ip ts w hich a re rea lise d in
co n ne ction w ith a w ork or proje ct eithe r by o ffice rs of the P ub lic W o rks D ep artm e n t or
d ep artm e n ts an d a re bro u gh t to a cco un t d ire ctly a s ap p e rta in in g to th e w ork or proje ct. " In
R e ce ip ts" a re th o se re ceip ts w h ich p ertain , or are to incide
a schem
n ta l* e or w ork, b ut cannot be
ta ke n dire ctly in to su ch detaile d accoun ts of it as are in corpo rated in the regula r accoun ts o
rece ipts of the D epart
m ent.
D iv is io n an d D iv is io n a l O ffice
T h e.—
se te rm s are used to d en o te re sp e ctive ly th e exe cu tive ch arge he ld b y
a D ivision al O fficer [clau se (21 ) be low ] a nd the he ad o ffice o f su ch a cha rg e . T hu s th e o ffice
ind epe nd en t exe cu tive su b-d ivisio n is a D ivision a l O ffice fo r th e p urpo se s o f this C od e , a s also th
th e S up erin te nd en t o f a W o rksho p w o rkin
p eng de
in de
n tly of a D ivision a l O fficer. ,
Divisional Officer.—This term is applied to an executive officer of the Public Works Department
who is not subordinate to another executive or disbursing officer of the Department, even
though the executive charge held by him may not be recognized as a “division” by the
Government concerned. Thus, the officer in charge of an independent sub-division is
also treated as a Divisional Officer for the purposes of this Code. See also clause (17).
Disbursing Officers of other departments, if they spend Public Works funds and are
required to render their accounts direct to the Accountant General are also included in the term
Divisional Officer.
Final Payment means the last payment on a running account made to a contractor on the
completion or determination of his contract and in full settlement of the account.
Government means the Central Government. A Provincial Government means the government
of a Governors' Province.
Grant.—See paragraph 33.
Inclusive Rate of Cost.—See clause (46).
Intermediate Payment is a term applied to a disbursement of any kind on a running account, not
being the final payment. It includes an “Advance payment", a “Secured advance “and an
“On account payment (other than the final payment on a running account)", or a
combination of these.
Issue Rate.—
This term denotes the cost per unit fixed, in respect of an article borne on the Stocks of
the Departm ent at a valuation, for the purpose of calculating the am ount creditable to the sub
head concerned(i.e., the sub-head under w hich the article is classified) of the Stockbyaccount
charge to the account or service concerned, when any quantity of that article is issued from
Stock. This does not take into account the storage
charges m entioned in clause (55).
Labour.—W hen a separate m aterials account is kept for m
one
oreorsub-heads of an estim ate and the
term " labour " is used in connection
with such an account, it denotes all charges pertaining to
each of those sub-heads, other than (1) the cost of m aterials issued direct and (2) carriage and
incidental charges in connection w ith the m aterials.
Liabilities.—W hen used in respect of accounts of works, thisincludes
term all anticipated charges which
are adjustable as final charges-, but not
havebeen paid, regardless of whether or not they have
fallen due for paym ent,
or, having fallen due, have or have not been placed to the credit of the
persons concerned in a suspense head subordinate to the accounts of the work concerned.
Local Adm inistration.—
The term " Local Adm inistration ", as used in this Code, m eans where the rules
apply to Public W orks under the adm inistrative control .of a Chief Com m issioner, the Chie
Com m issioner, and where they apply to Public W orks under the adm inistrative thecontrol of
Central Public W orks Departm ent, the M inistry of Health and W orks.
Local Loan W orks.—This expression indicates works executed the byPublic W orks Departm ent on
behalf of a State which has acceded to P akistan, M unicipality, P ort Trust, or other corporation
when the cost of the works is to form part of a loan given to it by G overnmpurpose.
ent for the
M ajor Estim ate
is a term applied to the estim ate for a work,the
when
sanctioned am ount of the works
expenditure exceeds Rs. 20,000. termThis is also applied, for the sake of convenience, to the
work itself.
M ajor Head.—
S ee paragraph 11.
M arket R ate.--
Used in respect of an article borne on the accounts,
Stock of a division, this term indicates
the cost per unit at which the article,
or an article of sim ilar description, can be procured, at a given
tim e at thestores go down, from the public m arkets suitable to the division foraobtaining
supply
thereof.
M inor Estim ate
is a term applied to the estim ate for a work, when the sanctioned am ount of the works
expenditure does not exceed Rs. 20,000.
This term is also applied, for the sake of convenience,
to the work it self.
M inor Head.—
S ee paragraph 11.
Non-voted.—
See paragraph 13.
O n A cc o u n t P ay m or
e nPt ay m e n t O n A c co m
u nea
t ns a p aym en
made,
t, on a running account, to a
contractor in respect of work done or supplies made by him and duly measured. Such a
payment may or may not be for the full value of work or supplies ; if it is an intermediate
payment, it is subject to the final settlement of the running account on the completion of the
contract for the work or supplies.
Operation.—Used in respect of .he accounts of manufacture and workshop transactions, this
term indicates the charges incurred on the manufacture operations connected with
specific jobs.
Outturn.—Used in respect of the accounts of manufacture and' workshop transactions, this term
denotes the value of the finished products: (or of the work done, in cases in which the
articles wrought are not supplied1 departmentally) of manufacture operations connected
with specific jobs.
P a y m e n t oAnc c o u n t.—
S e ec la u se (3 8 ).
P rim a ry U n it o f A p p ro p riaStio
e enP.—
a ra g ra p h 3 3 .
Progress means the up to date quantities of work done or supplies, made.
Quantity.—In the accounts of works this expression is used to describe the extent of work done,
supplies made or services performed, when these can be measured, weighed or counted.
Rate.—In estimates of cost, contracts, contractors' bills and vouchers generally, rate means
the consideration allowed for each unit of work, supply or other service.
Rate of Cost and Inclusive Rate of Cost.—" Rate of Cost" means generally the total cost of a
work or supply divided by its quantity. In the accounts it represents the recorded cost per
unit, as arrived at by dividing the up to date final charge on a sub-head, by the up to date
progress thereof. “Inclusive Rate of Cost" means the rate .of cost of the entire work
relating to a sub-head, including the cost of materials if recorded separately in the
accounts.
Re-appropriation.—Means the transfer of funds from one unit of appropriation to another such unit.
Recoverable Payment means a payment to or on behalf of atractor
con which does not represent
value creditable or payable to him for work done or supplies m ade by him and has therefore to
be m ade good to Government by an equivalent cash recovery or short payment of dues.
Running Account
is a term applied to the account with a contractor
when payment for work or supplies
is m ade to him , at convenient intervals subject to final settlem ent of the account-on the
completion or determ ination of his contract.
S e c o n d a ry U n it o f A p p ro p riaStio
e enp.—
a ra g ra p h 3 3 .
S ectional O fficer.—
This designation is used to describe those officials, usually non-gazetted
subordinates, who are placed in responsible executive charge of works or stores under the
orders of the officer in chargeof a recognized sub-division, and the accounts of whose
transactions are, therefore, ultim ately incorporated in those of the sub-division., /
Secured Advance is a term applied specifically to an advance on
made,
the security of m aterials brought
to site of work, to a contractor whose contract is for the com pleted itemSee
s ofparagraph
work.
228.
Special Office.—
T he office of a Special Officer,
vide clause (54).
S pecial O fficer (or Specialist O fficer).—
This term is applied, in this Code, to such officials of the
Departm ent as are neither Divisional O fficers nor officials subordinate to a Divisional O fficer, and
have no Divisional Officers working under their control.
S torage Rite and Storage Charges.— These expressions denote, respectively, the centage rate fixed
for and charges levied on, all issues of, stock to cover such actual expenditure as is incurred
after the acquisition of the stores,
on w ork charged establishm ent em ployed on handling and
keeping initial accounts, the custody of stock and the m aintenance ofgothe
down
storeor yards,
etc.
S ubdivisonal O fficer.—
this designation is applied prim arily to an official, whether a gazetted officer or
not, who holds the charge of a recognized subdivision in subordination to a Divisional Officer, bu
when the .im m ediate executive charge of any works or stores has not been ted constitu
into a
regular sub divisional charge, but is held by the Divisionalhim
Officer
self, the latter is also treated
as the Subdivisional Officer in respect of charge.
such' W hen a D ivisional Officer holds the
im m ediate charge of a recogn
ized subdivision in addition to his own duties as the executive head
of the division, he is treated as the Subdivisional Officer in respect of the charge
of the subdivision.
S ub-head.—In the accounts of works and in working estim ates, this term is used to describe the sub-
divisions into which the total cost of a work (or of its sub-works if it is a large work) is divided fo
purposes of financial control and statistical convenience. The several -descriptions of work tha
have to be executed in the course of construction or ance m ainten
of a work or sub-work,
e.g.
excavation, brick-work, concrete, work,
wood etc., are usually treated as the sub-heads of it.
S ub-w ork.—In the case of a large work consisting of several buildings or sm aller w orks, or groups,
thereof, the term sub-work is often applied to a distinct unit of the sam e if that unit is sufficiently
large or im
portant to be kept distinct for the purposes of accounts. For exam ple, the outer w all,
the solitary cells, the cook-houses, the jailor's quarters, -etc., in the case of a large central jail. In
the case of Irrigation, etc., projects,, the Head W orks, M ain Line, each branch of .a canal, each
group of distri
butaries relating to each branch separately, the drainage and protective works, the
Water Course Scheme, and Special Tools and Plant, all form separate sub-works.
Supervision charges.—This term is ordinarily applied to the charges "which are levied, in addition to
book value and storage charges, in respect of stock materials sold or transferred, and are
intended to cover such kerns of the expenditure incurred on the stores as do not enter their
book value and are not included in the storage charges (see clause (55) ).
S uspense Accounts.— This term is applied prim arily to certain heads of account, falling under the m inor
head “Suspense " of a m ajor head of expenditure, which are reserved for the tem porary passage
of such transactions as m ust at once be taken to the account of the sanction or grant
or grant
concerned, but cannot be cleared finally either because the paym relevant
ent, recovery, or
adjustm ent is awaited, or because it is necessarykeep toan effective watch over the values of
any stock m aterials, until their disposal.
final The charges under a suspense account are taken in
enhancem ent of the charges under the m ajor head of expenditure concerned, and the receipt in
reduction thereof, For suspense accounts within the accounts
of works, see paragraph 270.
Takavi works.—
T his term denotes works of construction ortenance
m ain relating to w ater courses or any
other works, expenditure on whichis treated by G overnm ent as a takavi advance(i.e., an
advance to cultivators)
recoverable from the party or parties concerned).
Technical Sanction.— This nam e is given to the order ofpetent
com authority sanctioning a properly
detailed estim ate of the cost work
of a of construction or repair proposed to be carried out in the
Public W orksDepartm ent. O rdinarily, such sanction can only be accorded by G overnm ent,
M inistry of H ealth and W orks or by such authorities of thetoMwhom
inistry the power has been
delegated by Governm ent. Sanction accorded
to a work by any other departm ent of G overnm ent
is regarded m erely as adm
an inistrative approval of the work,
vide clause (2).
Treasure Rules means the Treasury Rules of the Central Government.
Unit of Appropriation.—
See paragraph 33.
V alue.—This term used in connection with the sale of stock m(vide
aterials
paragraph 122 and 356) or
their issue to works
(videparagraphs 242, 247 and 384) includes storage charges.
V oted.—S ee paragraph 13.
W ater Course. This nam e is given to a channel for the supply of w ater from an irrigation w ork, w hich
falls under the definition of the term s as given in the Canal Act applicable to the area concerned
The definition .given in the Canal and Drainage Act of 1873, is as follows :—
"Water-course" means any channel which is supplied with water from a canal, but which is not maintained at
the cost of Government, and all subsidiary works belonging to any such channel.
The Term " work " when by itself, is used in a comprehensive sense and applies not only to
works of construction or repair, but also to other individual objects of expenditure
connected with the supply, repair and carriage of tools and plant, the supply or
manufacture of other stores, or the operations of a workshop.
W orks Expenditure
and W orksOutlay .—
These term s are usedindicate
to respectively the expenditure,
and the capital charges, on the special services connected with the construction, repair and
m aintenance of works. The charges falling under these categories m ay be net when, under rule
any receipts are taken in reduction of the charges, but they do not include the
cost of the general services, Tools and Plant and Establishm ent, or any
notcharges
taken to final
heads of account but kept under one of the suspense accounts.
CHAPTER III.—GENERAL OUTLINES OF SYSTEM OF ACCOUNTS.
A. ---- CLASSIFICATION OF TRANSACTIONS.
T he P ub lic W orks D e pa rtm en t exe cu te s prim arily w o rks o f all* cla sse s req uire d fo r all C ivil D ep artm
G o ve rn m e n t, e xce p t su ch w orks a s a re ve sted -in , o r tra n sferred to th
C iv il w o rk(Cs ivil ad m inistra tio n of, th e d ep artm e n ts co n ce rne d , of e ntru ste d fo r exe cu tion to
B uildin gsa n d P ro vin cia l G o vernm en t o r th e M ilita ry E n gine e r S e rvice s. D e fe n ce or R a ilw a
C o m m u cations).
ni w o rks m a y a lso be en tru sted to th e D e pa rtm e n t, eithe r occa sion a lly o r. a s
stan ding arra n g em e n t, an d at tim e s w o rks o f o th e r de paGrtm
overnm
en ts en
or ts
Irrig a tio n , e tc ., and N on-G o vernm en t w orks m ay a lso ha ve to be unde rtakes;.
W orks.

N o te .— B e s id e s th e fo r e g o in g , p e tty ’ s e r v ic e s s u c h a s th e m a n u fa c tu r e o r s u p p ly o f
u n d e r ta k e n b y D iv is io n a l O ffic e r s .
T he ge ne ra l prin cip le s to be fo llo w e d in th e cla ssifica tion
W orks
of C
expenditure
ivil are laid dow n in A rticle 33
o f the A ccount C od e, V olu m e -I.
T ra n sa ction s re la tin g to the ch a rge s an d re ce ip ts co nn e cted w ith th e service s pe rta ining to C ivil W
to
G o ve rn m e n t o the r tha n w orks re fe rred W o rks '"ofthth
e em a rg in , are
Posts and Tele graphs ad ju sted fin ally in the a cco un ts o f D ivisio n a l o fficers a ga in st the p ro vision o
Departm ent.W o rk s in fun d s th ere fo re p la ced a t th eir disp o sal. T ra n sa ction s conthe ne cted w ith
co nn e ctio n w ith th e services for other G overnm ent W orks are not sofinadjusted a lly, b u t p ass
co n se rva tio n o f a nc ie n t even tu ally ou t o f th e a cco un ts o f D ivisio na l O fficers fo r in co rp ora tio n in th
m o n u m e n ts w hich a re accou n ts o f th e d ep artm e n ts a n d G o ve rnm en ts con cerne d . O u tla y on n o n
d u b ita b le to th e G o ve rn m e n t w orks is ch arge d a g ain st the dereceived
po sits;therefore.
A rchaeological
D e pa rtm e nt.

N o te 1 .— If a n A d m in is tra tio n e x e c u te s , o n b e h a lf o f a n o th e r A d m in is tra tio n , a C iv il


(o th e r th a n a w o rk re la tin g to th e P o s ts a n d T e le g ra p h s D e p a rtm s a ry
e n fu
t) nthdes n e c e s
a re u s u a lly p la c e d a t its o w n d is p o s a l.
N o te 2 — W h e n a d iv is io n u n d e rta k e s a s e rv ic e o n b e h a lf o f a n o th e r d iv is io
c o n n e c te d re c e ip ts a n d c h a rg e s a re , in th e a b s e n c e o f a n y in s tru c tio n s to th e c o
p a s s e d o n fo r a d ju s tm e n t fin a lly in th e a c c o u n t o f th e la tte r d iv is io n .
N o te 3 .— O p e ra tio n s u n d e rta k e n in th e m a n u fa c to rie s a n d w o rk s h o p s o f a d iv is
b e h a lf o f o th e r d iv is io n s , d e p a rtm e n ts , G o v e rn m e n ts , lo c a l b o d ie s o r in d iv id u a
tre a te d a s o p e ra tio n s o f th e d iv is io n s in th e firs t in s ta n c e , b u t th e e n tire c o s t is u lti
re c o v e re d fro m th e p a rty c o n c e rn e d .
In a ll ca ses the p rim ary accounts of the se transa ctions should in a cco
be rdkep
antce w ith th e ru le s o f th is
C od e , e ve n tho ug h the u ltim a te co st of th e tran sa ctio n s m a y n o t ha ve to b e b rou g h t to a cco un t
in theb ooks of the D ivisional O fficer.
T he p erform an ce o f the se se rvice s an d th e su b sid ia ry pgive ro ce
s e rise
d ing sto a num ber of o th er
transa ctions w ith o ther depa rtm ents, mGeonvern ts, e tc., w h ich h ave a lso to b e b ro ug h t to a cco un t,
e .g .,fu nd s h ave to b e o b ta in ed fro m tre a su rie s to m ee t liab ilitie s incu rred , re ce ipto
ts rea lised ha v
be lodged in treasuries, and stores have to be obtained from other divisions or departments,
etc., or from England.
The transactions of Public Works Officers may thus be grouped under, the heads indicated below :—
Expenditure Heads; for charges adjustable finally in the accounts of Divisional Officers.
Revenue Heads; for revenue receipts creditable finally to Government in the accounts of
Divisional Officers.
Remittance Heads—Receipts as well as payments ; for cash,, stores or other values
received from, or paid to or no behalf of,, other divisions, departments or Governments.
D eb t H ead s; for certain receipts and paym ents held in suspense pen din g cleara nce by paym en
recovery (as the case m ay in ca
besh o r o th e rw ise . T h e su sp e n s e a cco u n ts fo r tra n s a c tio n s o f
th is g ro u p , a re tre a te d e ith e r a s h e a d s su b ord in a te to th e e xp e n d itu re h e a d s o r a s in d e p e
h e a d s o f a cco u n t, osub-heads
r a s- in the accounts of w orks, as w ill be explaine chapters.
d in later
The transactions under each of these groups are further subdivided for purposes of accounts. In the
case of Expenditure and Revenue Heads,. the main unit of classification is known as the
major head, and .the further divisions of it as minor, heads, each of which has a number of
subordinate heads, generally known as detailed beads.
N o te 1 .— F o r d e p a rtm e n ta l p u rp o s e s , P u b lic W o rk s O ffic e rs u s u ahlly
e a d ivinidtoe a d e ta ile d
n u m b e r o f " s e rv ic e ha en add th
s e la tte r in to a n u m b e r o f " d e p a rtm e n ta l, h e a d s ;" b u t
p u rp o s e s o f a c c o u n t, th e s in g le te rm " d e ta ile d h e a d " is u s e d fo r a ll d iv is io n s s u b o
a m in o r h e a d . .
N o te 2 .— In th c aes eo f Irrig a tio n , e tc ., w o rk s th e s u b -d iv is io n s in to w h ic h th e m in o r
" W o rk s " is d iv id e d fo r d e p a rtm e n ta l p u rp o s e s a re c a lle d "s u b -w o rks usb"- a n d th e fu
d iv is io n o f th e la tte r a s "d e ta ile d h e a d s .
T h e d e ta ile d c la s s ific a tio n o f th e a c c o u n t h e a d s u s e d in re s p e c t o f P u b lic W o rk s a c c o u n ts is g iv e n in A p
N o te 1 .— T o m e e t lo c a l re q u ire m e n ts , th e A c c o u n ta n t G e n e ra l dmire
a yc, tio
s unbsje c t to th e
c o n ta in e d in A rtic le 2 7 o f th e A c c o u n t C o d e V o lu m e 1 , m a k e nne cthe se s a ry c h a n g e s i
s ta n d a rd lis t o f d e ta ile d h e a d s .
N o te 2 .— T h e d e ta ile d c la s s ific a tio n o f a n y P u b lic W o rk s M a jo r H e a d s th a t m a y b e in
fo r th e re c e p tio n o f s p e c ia l e x p e n d itu re re q u ire s th e a p p ro v a l o f th e A u d ito r G e n e r
P a k is ta n .
N o te 3 .-ln th e c a s e o f w o rk s u n d e rta k e n b y th e P u b lic W o rk s D de in p agrtm e n t a s a
a rra n g e m e n t fo r o th e r d e p a rtm e n ts , w h e n th e c o s t Is d u b ita b le to th o s e d e p a rtm
p re s c rib e d c la s s ific a tio n a p p lic a b le to th e c o n n e c te d tra n s a c tio n s is in tim a te
A c c o u n ta n t G e n e ra l.
Revenue is realised and placed to credit of Government as it falls due under the statutory or other
rules governing it, but expenditure can be incurred only against a grant voted by the
Legislature or against the sum allotted by Government to meet non-voted expenditure, The
incidence of expenditure between voted and non-voted is determined by the relevant
provisions of the Government of India Act, 1935, as adopted in Pakistan.
The term" expenditure "includes also charges classified as working expenses, which are taken in
reduction, of revenue receipts. It also includes expenditure on stores, leave salary, etc.,
incurred in England by the High Commissioner for Pakistan in the U. K. and eventually
adjusted against the grant of the Department.
B.—SYSTEM OF ACCOUNTS.
The main features of the system of Public Works accounts are :—
The Divisional Officer is the primary disbursing officer of the division who is permitted to obtain
by cheques on civil treasuries or the Bank the funds required for all disbursements in
connection-with the execution of works. He also collects some of the departmental receipts
of the division and pays them into civil treasuries or the Bank.
The accounts of these receipts and disbursements (including the transactions of subordinate
officials acting on his behalf) are compiled under his supervision by an accountant posted to
his office by the Accountant General, and are submitted monthly to the Accountant General
who audits them against sanctions and appropriation of funds and then incorporates them in
the general accounts of Government.
He is further required to maintain clear accounts of all stores received by him and to make these
accounts available for audit by the Accountant General. .
Under each major head of expenditure, the charges on each project, work, or sub-work are recorded
separately in the accounts of Divisional Officers. In the case of works of certain classes (see
examples cited, below), Pro forma accounts of all transactions connected therewith are prepared
annually by the Accountant General or by the Divisional Officer, as may be required, and for
this purpose, the receipts pertaining to each work of this class are also shown separately in
divisional accounts :—
Irrigation, etc., for which separate capital accounts are kept.
Quasi-commercial undertakings, such as self-supporting workshops.
Residential buildings.
Personal payments to all Government servants of the Department are made on bills presented at civil
treasuries in accordance with the general pr0visions of the Treasury Rules, and are therefore
brought to account by the Accountant General himself from data furnished to him direct by
Treasury Officers.
In exceptional cases, where civil treasuries are not conveniently situated, Public W orks O fficers ar
placed in account with
M ilitary Treasure chests.
It is not sufficient that an officer's accounts should be correct to his own satisfaction. A disbursing offic
has. to satisfy not only him self,
but also the Audit Departm ent, that a claim which has been
accepted is valid,that a voucher is a com plete proof of the paym ent which it supports, and that an
account is correct in all respects. It is necessary that all accounts be should
so kept and the
details so fully recorded, as to afford the requisite for.
m eans
satisfying any enquiry that m ay be
m ade into the particulars of any case, even though such enquiry m ay be as to the econom y or the
bona fidesof thetransactions. It is further essential that the records of paym ent, m easurem
and ent
transactions in general m ust be so clear, explicit and self-contained as to be producible as
satisfactory and convincing evidence of facts, if required
in a Court of Law . All transactions
involving the giving or taking of cash,
stores, other properties, rights, privileges, and concessions
which have money values should be brought to account. The record of a transaction of receipt or
expenditure should always be m ade at once under the final debt
or or
therem ittance head to
which it pertains, if that be known; but if thehead
exactcannot be ascertained at once, then the
transaction should be classi
fied tem porarily under Deposits, if a receipt, or under M iscellaneous
P. W . Advances, if a charge.
CHAPTER IV. ----RELATIONS WITH ACCOUNTANT GENERAL.
A.—GENERAL.
The Divisional Officer, as the primary disbursing officer 6f the division, is responsible not only for the
financial regularity of the transactions of the whole division but also for the maintenance of the
accounts of the transactions correctly and in accordance with the rules in force.
He is further required to submit his accounts to the Accountant General for audit and for
incorporation in the general accounts. See also paragraph 42 of the Central Public Works
Department Code.
Note.Theaccountsreturiiswl^haveordinarilytobesubniittedforauditandconi-
pilation are enumerated in Chapter XXII, but the Accountant General is
authorised to call for such additional accounts, registers, documents and
subsidiary papers having relation thereto, as he may require for the elucidation
thereof.
The Divisional Officer is responsible that the accounts of his division are not allowed to fall into
arrears; but if arrears or confusion arise which in his opinion cannot be cleared without the
assistance of the Accountant General he should at once apply for such assistance.
B. ---DIVISIONAL ACCOUNTANT.
T o a s s is t D iv is io n a l O ffic e rs in th e d is c h a rg e o f th tieesir rerefes prre
o nds ib
toiliin p a ra g ra p h 1 7 , th e A c c o u n ta n t
G e n e ra l w ill p o s t a D iv is io n a l A c c o u n ta n t to e a c h d iv is io n a l o ffic e .
Note 1.—Rules for appointment to the cadre of Divisional Accountants are given-in
Appendix I.
Note 2.—No person who is not eligible to be appointed to the cadre of Divisional
Accountants may be posted to a Division. In any individual case where a qualified
Divisional Accountant is not available, an exception may be permitted, as a purely
temporaryarrangement, by the Accountant General.

The functions of the Divisional Accountant are threefold :—


as accountant,i.e., as the compiler of the accounts of the division
in accordance with the
prescribed rules and from the data furnished to him,
as primary auditor,i.e., as the representative of the Audit Department, charged with the
responsibility of applying certain preliminary checks to the initial accounts, vouchers, etc.
(See Chapter XXII) ; and
as financial assistant, i.e. as the general assistant and advisers to the Divisional Officer in all
matters relating to the accounts and budget estimates or to the operation of financial rules
generally. ,
In the discharge of these duties he is expected to keep himself fully conversant with all
sanctions and orders, passing through the office and other with proceedings of the
Divisional Officer and his subordinates which may affect the estimate or accounts 6f actual
or anticipated receipts and changes. He should advice the Divisional Officer on the
financial effect of all proposals for expenditure and keep a watch, as far as possible, over all
the liabilities against the grants of the divisions as they are incurred.
The Divisional Officer should see that he is given the fullest opportunity of becoming conversant
with these sanctions, orders and proceedings. To enable him to discharge his duties
efficiently the Divisional Accountant is treated as the senior member of the office
establishment of the division, though his position is analogous to that of a Sub-Divisional
Officer, vide paragraph 43 of the Central Public Works Department Code.
The Divisional Accountant is expected to see that the rules and orders in force, are observed in
respect of all the transactions of the division which; come within his sphere of duties. If he
considers that any transaction or order affecting receipts or expenditure is such as would be
challenged by the Accountant General if the primary audit entrusted to the Accountant
were applied by the former, it is his duty to bring this fact to the notice of the Divisional
Officer with a statement of his reasons, and to obtain the orders of that officer. It will then be
his duty to comply with the orders of the Divisional Officer, but if he has been overruled and
is not satisfied with the decision, he should at the same time make a brief note of the
case in the Register of Divisional Account Audit Objections, Form 60, and lay the
register before the Divisional Officer, so that latter may have an opportunity either of
accepting the Divisional Accountant's advice on reconsideration and ordering action
accordingly, or of recording, for the information of the Accountant General, his reasons
for disregarding that advice. An objection entered in this register should not be considered
as finally disposed of until it has been reviewed by the Accountant General, for whose
inspection the register should be available at all times.
Note. — If no audit inspection takes place in a year and entries have been m ade in
the Register during the period since the last inspection, the Register or, if the
entries are few , an extract there from should be subm itted to the Accountant
G eneral in the m onth of April
for review .

The Divisional Accountant is responsible for the arrangements for checking the computed
tenders, i.e. for seeing that satisfactory and efficient arrangements are made for checking;
he should conduct personally a test check of the computed and checked tenders sufficient
to satisfy himself reasonably that the checking work has been properly done ; and
he should see that the comparative statement correctly incorporates the totals as checked on
the individual tenders.

The Divisional Accountant should bring to the Divisional Officer's notice all instances in
which subordinate officers exceed the financial limitations on their powers placed by the
Divisional Officer or higher authority.
N o te— . If th e D iv is io n a l O ffic e r is allo w e d a lu m p s u m a p p ro p ria tio n foon r e x p e n d itu re
a g ro up of w o rk s an d h e h a s m a de ou t o f it a p p ro p ria tio n s fo r in d ividu a-l w o rk s, ex p e
tu re s h o u ld b e w a tc h e d a g a in s t in d iv id u a l ap p ro p ria tio n s a n d e x c e s s e s b ro u g h t to
D iv si io n a l O ffic e r's n o tic e .
He may further be required by the Divisional Officer to undertake on his behalf, such other
scrutiny of the accounts of the receipts and disbursements of subordinate officers falling
within the Divisional Officers' own powers of sanction, as the latter may consider
necessary.
The Divisional Accountant should not, as a rule, be required to receive, or pay out, cash, but
in cases where the monetary transactions at the headquarters of the Divisional Office are
not large, either in number or in amount, the Divisional Officer may, on his own
responsibility and with the-previous consent of the Accountant General, entrust the
receipt and disbursement of cash to the Divisional Accountant. The Divisional Accountant
should not, however, be normally authorised to issue final receipts in Form 3 over his own
signature.
The Divisional Accountant is further required to inspect periodically under the orders of the
Divisional Officer, the accounts records of sub divisional offices and to check a percentage
of the initial accounts. The defects noticed should be reported to the Divisional Officer
for orders, but the Divisional Accountant will be responsible, as far as possible for
explaining^ personally the defects of procedures and for imparting necessary instructions,
thereon to the Subdivisional Officers and their staff.
The results of these inspections should be placed on record for the-inspection of the
Accountant General, but serious financial irregularities-should be reported at once for the
information of that officer, even though set right under the orders of competent authority. All
defalcations or losses of public money, stores or other property should be reported immediately
to the Accountant General and other authorities concerned in accordance with such rules or
procedure as may have been prescribed.
Note.—The accounts of interest-bearing securities maintained by
Subdivision at Officers should be examined to see that the rules relating to
them are observed and that the register in Form 85 is correctly maintained,
and with this object a few transactions of the register should be compared
with the entries in the cash book or other account, and vice versa. The
securities certified in the last annual Account of Interest-Bearing Securities,
Form 86, as being on hand should be verified by inspection as far as
possible, and it should be seen, in respect of such of them as are not
produced for inspection, that there are in existence either the original
acknowledgments of the depositors bearing dates sub sequent to the
dates of the last account, or the acknowledgments of the authorised custo-
dians, as the case may be. , .

The Divisional officer has right to seek the advice of the Accountant General in all matters Connected
with the accounts of his division or the application of financial rules and orders concerning
which there may be any doubt, It will usually be desirable, however, that he shall first obtain
the advice of the Divisional Accountant who is specially trained for this duty, and this
should be done in writing in all cases of importance.
C.—ACCOUNTANT GENERAL'S INSPECTIONS.
The Accountant General arranges for the periodical test audit and local inspection of the accounts
of divisional and subdivisjonal offices and the Divisional Officer is responsible that the initial
accounts and other connected records are made available for inspection. Inspecting
officers are required, if possible, to discuss the drafts of their reports with the head of the
office inspected before submitting them to the Accountant General, and for this
purpose, it is desirable that the head of the office should be present at the inspection
unless his presence is urgently required elsewhere.
D.—COMMUNICATION OF SANCTIONS TO ACCOUNTANT GENERAL.
As a general rule, every sanctioning authority is responsible that all sanctions and orders against
which audit of receipts of disbursements is to be conducted by the Accountant General
are communicated to him in accordance with such procedure, as may have been
prescribed. See also paragraphs 461 to 463 of this Code and paragraph 78 of the Central
Public Works Department Code.
Note 1.—Audit against sanctions accorded by the Divisional Officer is
conducted in the Audit Office only in respect of technical sanctions to
estimates and sanctions to write off stores or losses of public money. In
respect of other sanctions of the Divisional Officer the Divisional
Accountant is responsible for the necessary check, vide paragraph 23.
Note 2.—Sanctions to contract agreements accorded by officers higher
than the Divisional Officer should be communicated by them to the
Accountant General in such form as to enable that officer to audit the
payments to contractors on the basis of rates sanctioned for each item of
work or supply and other necessary terms and conditions. Duplication of
agreements should in no case be required, that is to say, an authority who
has concluded an agreement should not be required to draw up and
sign again an agreement already executed.
E.—RESULTS OF AUDIT.
The results of audit are communicated to the Divisional Officer in the form of Audit Notes,
Objection Statements, Inspection Reports, letters or memoranda. These should receive
prompt attention, vide Rules 213 to 216 of the Central Treasury Rules, Volume I, and the
replies of the Divisional Officer should be based, as far as, possible, on his own knowledge. It
is not enough to pass on the explanation of a subordinate; reports prepared in this
manner may lull suspicion for the time being but lead to greater irregularity afterwards.
Objection Statements and Inspection Reports should be returned through the Superintendent
Engineer after the Divisional Officer has recorded his replies thereon. The Superinding
Engineer will pass orders in respect of matters which he is competent to deal with finally
and record his remarks (with a note of the action taken) on all other points, before
returning the documents to the Accountant General.
Once a transaction has been entered in the Objection Statement, or otherwise challenged
in one of the other documents referred to in paragraph 28, the responsibility for having
the objection removed will devolve upon the Divisional Officer, and the Accountant General
is required to report to the higher authorities all important items and any serious delays in
the adjustment of individual objections.
Note.—An audit objection is usually removed by obtaining the requisite
sanction, by making the necessary recovery, by correcting or completing
the relevant account or voucher, by furnishing the necessary documents or
information, or by otherwise securing compliance with the provisions of a
specified rule. In cases in which a protest is .nude against an audit
objection as being incorrect, the objection should be held to be in force
unless a formal intimation of its withdrawal is received from the Accountant
General.
The Accountant General will place under objection any transaction coming to his notice which is not
covered by adequate sanction or involves an excess thereon or other deviation. In some
cases, the Divisional Officer may have already taken action to regularise the transactions
or the excess (if any) over sanction, plus any further excess that may be anticipated, may be
within his own powers of sanction without preparing a revised estimate, and he may
have accorded the necessary formal approval to it; yet, if the necessary intimation of
sanction does not reach the Accountant General when the divisional accounts in which
the irregular transaction appears are being audited, the Accountant General will raise the
objection, as he is not authorised to assume that the necessary sanction has Been
accorded. Divisional Officers will, therefore, find it advisable to send to the Accountant
General the earliest intimation of such of their sanctions and orders as are required to be
communicated to him (vide paragraph 27) and to give it, without waiting for the receipt of the
Objection Statement or Audit Note, all necessary information in regard to transactions for
which, within their knowledge, adequate authority does not exist. A single note or
statement, prepared monthly and signed by the Divisional Officer himself, will
ordinarily suffice, in respect of transactions brought to account in the Monthly Account,
but, if it cannot precede or accompany the Monthly Account, it should be sent to the
Accountant General within a week of the despatch of the Account.
Note 1.—The object of this rule is to obviate the issue of unnecessary audit
objections; but a reduction in the number of objections can be effected
only by observing the requirements of the financial and other rules
bearing on the transactions, and by taking timely action to accord or obtain,
as the case may be, such sanction or order as may be required in cases in
which a deviation from rule has occurred.
Note 2.—The Divisional Accountant is responsible (/) for bringing
prominently to the notice of the Divisional Officer, at least once a month, all
irregular transactions on which action has not already been taken by the
latter at the instance of Subdivisional Officers or of his own motion, and (11)
for giving effect to the provisions of this paragraph in accordance with the
procedure which the Divisional Officer may have desired to be observed in
this connection.
C H A PTER V.— A PPR O P RIA TIO N S .
A-----INTRODUCTORY.

E xpenditure, as defined in paragraph 14, can only be incurred on a w ork or other object:—
if sanction, either special or general, of com petent authority has been obtained authorising th
expenditure.
if funds to cover the charge during the year have been by
provided
com petent authority.
Note 1.—In the case of charges against suspense accounts, any expenditure
which is not expected to cause an excess over the net provision for the year,
may be held to be covered thereby. See also paragraph 41 (b).
Note 2.—When, under paragraph 58 of the Central Public Works Department
Code, an intimation is received from an officer of the Public Works Depart-
ment that he is incurring an unauthorised liability on a work, the Accountant
General will bring the facts instantly to the notice of the competent authority
so that the requisite steps may be taken either to stop the work or to
regularise its execution.
if the expenditure conforms to the relevant provisions of the Act and to the financial rules,
regulations and orders issued by competent authority.
For payments chargeable to the accounts of other divisions, ^departments or Governments,
or of non-Government works, and repayments of deposits, a Divisional Officer does
not necessarily require any specific provision of funds within the appropriations for his
own division. It is sufficient to see that such payments are made only in accordance with
the rules in the relevant chapters of this Code.
Note—For i nevitable payments see paragraph 279.
B.—GRANTS AND THEIR DISTRIBUTION.
A grant or supplementary grant may be in respect of expenditure (vide paragraph 14) falling
under one or more major heads or sections of a major head. For purposes of financial
control, the grant allotted to each major head of account is divided into primary units
of appropriation, each-of which may be divided and sub-divided, as may be necessary,
into secondary units of appropriation.
Examples.—The grant for Civil Works is broadly divided into the following
primary, units of appropriation :—(1) Original Works, (2) Repairs, (3) Petty
construction and repairs by Civil Departments, (4) Establishments, (5)
Tools and Plant, (6) Grants-in-aid, contributions, etc., (7) Suspense, (8)
Charges in England, (9) Loss or gain by exchange and (10) Reserve. Any
sub-divisions of the primary units, e.g., (a) Original Works into Major
Works, Minor Works, etc., (b) Establishment into Pay of Officers, Pay of
Establishment, Other Charges, etc., is known as secondary units of
appropriation. A secondary unit of appropriation may again comprise
.one or more detailed heads, e. g., Pay of Official comprising detailed
heads like Consulting Engineer, Chief Engineer, Superintending
Engineer,Architect, etc. Sometimes a primary unit is split up straight into
detailed heads, i.e, without being first broken up into secondary units, e.g.,
Grants-in-aid, Contributions, etc.
The procedure relating to the preparation of demands for grants, to the appropriation and
reappropriation of funds, to .the distribution of funds and to budget matters generally, is
laid down in the General Financial Rules. The rules special to public works are laid down in
Appendix 6.
C.—GRANTS FOR EXPENDITURE IN ENGLAND.
Separate provision is made within each grant, for Pakistan and English expenditure, the English
provision being intended to cover charges, such as those mentioned below, incurred by
the High Commissioner for Pakistan in the U. K.
cost of stores purchased or to be paid for in England, including freight charges payable at that
end ;
leave salaries and deputation pay payable in England;
Sterling overseas pay ;
Other charges such as passage money, advances of pay, etc., incurred in England.
Note.—All charges paid at ports or elsewhere in Pakistan in connection with
stores obtained from England should be treated as Pakistan expenditure.
In order to exhibit as accurately as possible the cost of works and stores in the detailed
accounts thereof maintained by Divisional Officers, full value of stores obtained from
England must be incorporated therein. The detailed procedure is prescribed in paragraphs
362 to 364. Accordingly the provisions relating to works and stores should be inclusive of the
estimated cost of stores to be obtained from England. Necessary provision for the cost of
such stores should also be made under the suspense head “London Stores “to which
the connected transactions are taken in the first instance (see paragraph 370).
In order that the total provision for the cost of stores to be obtained from England is shown in
one place, the head " London Stores" is divided into the sub-heads :—
Charges, subdivided into—
Charges in England.
Charges in Pakistan.
(e.g. balance of sea freight, incidental charges, etc.)
Total.
Deduct credits (by transfer to works or stock).
Net for London Stores.
Note.—As no provision is made in the budget estimate in respect of joss or
gain by exchange on transactions in England, provision for the cost of stores
to be obtained from England under the beads mentioned above should be
made at the official rate of exchange.
The provision for charges other than on stores will be made against the minor head " Charges in
England " under the relevant major head at the official rate of exchange. The difference
between this amount and the rupee equivalent at the average rate of exchange for the
month of adjustment will be ultimately taken to the minor head “Loss or gain by
exchange " as a plus OR minus charge according as it is a loss or gain.
The charges other than on stores incurred in England are brought to account in the books of the
Accountant General under the appropriate heads of account, but outside the accounts of
the Divisional Officer.
D.—WATCHING OF ACTUALS
It is an important function of the Divisional Officer to keep a1 constant watch over the progress
of expenditure, as he is ultimately responsible for keeping the expenditure within the
allotments for the division. He should accordingly keep himself informed of such
circumstances as may affect the progress of expenditure, in order to take early steps
for obtaining extra funds or surrendering probable savings, as may be necessary.
It will be found convenient, in practice, to adopt the plan indicated below :—
The progress of expenditure on works or other items for which there are specific
appropriations, should be watched individually month by month, through the register of
Works, Contingent Register and other relevant accounts.
In respect of works or items, lump sum appropriations for which are placed at the
Divisional Officer's disposal, he will watch the progress of expenditure against
appropriations by the maintenance of a record (i) of the expenditure in the form of a
progressive abstract showing, month by month, the up to date expenditure of the year,
and (ii) of the grants, in the form of a register showing the appropriations and re-
appropriations ordered from time to time.
In this review of expenditure, undischarged liabilities play an important part and their effect
on individual and lump sum appropriations should, therefore, be watched.
Note.—Liabilities may be divided into four classes :—(i) those outstanding
in the suspense accounts, relating to contractors and labourers, in the
accounts of works, (ii) those outstanding in any of the regular suspense
accounts of the division,(iii) outstanding debts adjustable by book transfer,
and (iv) matured claims of contractors, suppliers, etc., awaiting settlement,
and all unnurtured claims, recurring or non-recurring, likely to fall due for
settlement before the close of the year. Liabilities of class (ii) may affect not
only the grants for the minor head "Suspense" of the major head under
which the suspense account concerned is classed, but also the grants for
works and services falling under the same and other major heads, see also
paragraph 41 (b).
Anticipated credits (if any) which will ultimately be taken in reduction of the expenditure
chargeable against any individual or lump sum appropriation should also be taken into
account. See Statement E of Appendix 2.
This review is of special importance in the last three or four months of the year.
If desired, this review may also be conducted collectively in respect of each primary or
secondary unit of appropriation, a suitable register of appropriations being maintained for
the purpose, see clause (b) (ii) above. Such a review is of special help in formulating,
proposals for reappropriation.
The following points should receive special attention :—
The appropriation for the unit “London Stores—Charges in the England “implies an equivalent
provision included in the appropriations for works and stores. This additional provision
under the latter should be reserved for the English charges on stores. Any savings likely to
accrue should be surrendered.
The appropriations for suspense accounts provide for the net increase or decrease during the
year, that is, for the difference between the gross debits and the gross credits of the whole
year. They impose an obligation on the Divisional Officer so to regulate his transactions during
the year as to work up to the anticipated increase or decrease in the suspense balances.
There is a corresponding obligation on him to make, in the accounts of the year, all the
adjustments, recoveries or payments necessitated by the actual transactions of the year.
This responsibility is in respect of both the opening balances and the fresh operations (debits
and credits') of the year. Where the clearance of any items is likely to cause any additional
charges against other units of appropriation, the funds necessary to meet the charges
should be reserved under those units.
All liabilities and assets of the division adjustable by transfer credit or debit to remittance heads of
accounts should be registered in Form 57. Register of Transfers Awaited, as soon as they
become known. As they are cleared, a^ entry should be made in columns 7 to 9 so that items
awaiting adjustment may be known at any time.
Note.—This register is intended primarily for all transfer transactions,
recurring or non-recurring, which have to be responded to by the division,
but if desired, important items which will be cleared by original debits or
credits may also be entered to facilitate the watching of their clearance.
CHAPTER VI.—CASH.
A.—INTRODUCTORY.
The term "cash", as used in this chapter, includes legal tender coin, notes, cheques and
drafts payable on demand. A small supply of one anna revenue stamps may be kept as
part of the cash balance. See also Rides 78 to 80 of the Treasury Rules, Volume I.
N o te .— G o v e r n m e n t s e c u r itie s d e p o s it re c e ip ts o f b a n k s , d e b e n tu re s a n d b o n d s ,
s e c u r ity d e p o s it u n d e r th e p r o v is io n s o f p a r a g ra p h 3 8 8 a recna os th to
. b e tr e a te d a s
The Divisional Officer is the primary disbursing officer of the division, and all realizations and
payments on Government account made by his subordinates are made on his behalf
and on his responsibility.
Every Government officer is personally responsible for the money which passes through his
hands and for the prompt record of receipts and payments in the prescribed account
as well as for the corrections of the account in every respect. The private cash or
accounts of members of the department should not be mixed up with the public cash or
accounts.
In order that the transactions pertaining to the, Central Government may be correctly recorded
against the balance of the Central Government, forms of chalans, bills, cheques,
vouchers, etc., printed on the blue paper should be used in respect of transactions with
treasuries. See Rule 32 (1) of the Treasury Rules, Volume I.
In their application to treasuries the cash business of which is conducted by the Bank, the rules in
this Code are subject to provisions of Part VI of the Treasury Rules, Volume I.
B.— M O D ES O F O BTAINING CASH FRO M TRE ASUR IE S.
I.— G E N E R A L.
Cash is obtained by disbursing officers of the department in two ways, viz., directly by bills
drawn on the treasury and by means of cheques. For payment of pay and allowances of
Government servants on the regular establishment sot charged directly to works, certain
heads of offices and other officers draw bills on treasuries in prescribed forms in
accordance with the rules in Chapter XVHI. All other disbursements are made by
Divisional Officers, who may empower Subdivisional Officers to make disbursements on
their behalf, vide paragraph 202. For the purpose, Divisional Officers are ordinarily
placed by the Accountant General in account with one or more treasuries within their
judrisdiction and they may either authorise Subdivisional Officers to obtain money from
the treasuries within the jurisdiction of the latter by drawing cheques or place them in
funds by means of an imprest or by transfer of cash from the divisional cash chest.
Note 1.—The term "treasury" includes also a military treasure chest with
which a Divisional Officer may be placed in account.
Note 2.—At places where the cash business of the Treasury is conducted by
the Bank cheques are drawn direct upon the Bank, without die intervention
of the Treasury Officer.
Sub-treasuries are collecting depots and Hot disbursing treasuries, but to meet the convenience
of Public Works Officers it has been arranged that funds required for disbursement may
be obtained by means of cheques down on sub-treasuries subordinate to a treasury
with which a disbursing officer has been placed in account. See also Rules 132, 150 and
163 of the Treasury Rules, Volume I.
Note.—The term "treasury" as used throughout (his Code includes the sub-
treasury, unless the contrary is evident from the context.
The appropriation of departmental receipts to expenditure in the department is strictly prohibited
except in the cases provided for in paragraph 66. See sub-rule (2) (e) of rule 7 of the
treasury Rules, Volume I.
The procedure prescribed for accounting for cash obtained from treasuries on bills for pay and
allowances of establishment not charged directly to works or on contingent bills, if their
encashment at treasuries has been authorised, is detailed in Chapters XVIII and. XIX.
Undisbursed balances of cash thus obtained may be kept in departmental cash chests,
but they should not be mixed up with the regular cash balances of the Department, accruing
from money obtained on cheques which are dealt with and accounted for in accordance
with the rules in the following paragraphs.
Without making previous arrangements through the Accountant General, no officer is
authorized to draw cheques on a treasury situated outside the limits of the province,
even though his own jurisdiction may extend beyond those limits.
When for the concenience of work, it is necessary that the Divisional Officer or any of his
subordinate disbursing officers should be authorised, either occasionally or as a
standing arrangement, to draw cheques on a treasury situated outside the limits of the
division, the Divisional Officer should approach the Accountant General through the
Superintending Engineer for necessary sanction. Similarly, the Divisional Officer may,
if necessary, specially authorise any of his Sub-divisional Officers to draw cheques on
treasuries situated outside the jurisdiction of the latter but within the limits of the division.
Note.—This rule is intended to be applied with, special care and only to
cases of real necessity. Payment to contractors should, as far as
conveniently practicable, be made by cheques on the nearest treasury and
a stipulation to the effect that payments shall be so made should be inserted
in the contract agreement, where necessary.
The employment of class IV servants to fetch or carry money should be discouraged. When it is
absolutely necessary to employ a class IV servant for this purpose, a man of some length
of service and proved trustworthiness should only be selected and in all cases, when the
amount to be handled is large one or more guards should be sent to accompany the
messenger.
II.—Limits on Subdivisional-Officers, Drawings.
If the Divisional Officer considers it necessary, for the maintenance of. efficient control over the
disbursements of his division, to set a monthly limit on the drawings of any of his Sub-
divisional Officers, he may do so, fixing either a standing limit or a fresh limit either every month
or whenever necessary. All such limits may be raised or lowered subsequently. Intimation of
every limit when fixed or changed should be sent both to the Sub-divisional Officer and to the
Treasury Officers concerned. At places where the cash business of the Treasury is
conducted by the Bank, intimation should be sent direct to the Bank without the intervention
of the Treasury Officer,
Note 1.— For this purpose, the Divisional O fficer m ay require the Sub-divisional
Officer to subm it, by a convenient date, an estim ate of his probable requirements
in suitableform .
Note 2.— The lim it when fixed should be for the account m onth of the
subdivisionand the dates of the com m encem ent and term ination of the month
must be specified in the
intim ation to the Treasury Officer or the Bank.
Note 3. At the option of the Divisional Officer, the lim itation m ay not be
intim ated to the Treasury Officer or the Bank, if the check exercised by the
Divisional Accountant
over the sub-divisional cash accounts, after the expiry of
the month, is considered sufficient
for the purposes of the Divisional Officers. See
paragraph 23.
III.—Cheques.
P etty sum s under ten rupees should not be paid by chequestheand disbursem
for ent of these and other
charges which naturally are paid in cash,e.g., the wages of labourers and of establishm ent
charged directly to works,
and value-payable postage, it is perm issible to draw m oney from tim e to
tim e from the treasury by cheque to replenish the cash chest. W hether there be a guard or not,
disbursers m ust draw cheques for the m inim um of actually
cash required to m eet current
disbursem ents, and if it is found at anythat
tim ethe balance in hand is larger than is required to
m eet the anticipated expenditure of the next m onth, or of the next fifteen days if the treasury is
not situated at an inconvenient distance, the surplus should be returned into the neares
treasury.
In drawing cheques (Form 6) draw ing officers should bebyguided
the general rules laid down in Part V,
Chapter I, Section I of the Treasury
Rules, V olum e I. The special rules applicable to the
departm ent are set forth in paragraphs 58 to 62.
B efore a cheque book is brought into use. all the cheque itform
should
s in be m arked by a distinguishing
letter. Cheques drawn by a disburs
ing officer on any treasury should be distinguished by a
different letter from
those drawn by other disbursing officers of the division on that treasury arid
also from those drawn by him self on any other treasury.
In the case of sub-treasuries the advice of the num ber of thebook
cheque
to be used
(vide Rule 151 of
the Treasury Rules, V olum e I), should ordinarily be sent through the district treasury ; but in
cases of urgency, it m ay be sent direct to the sub-treasury, a copy being forw- arded sim ul
taneously to the district treasury.
If a lim it has been set by the Divisional O fficer on the drawings of a Subdivisional Officer under the
provisions of paragraph 55, the lim it prescribed for the drawings
on each treasury during a
m onth should be entered on the reverse pi the counterfoil of the cheque book for that treasury
before any cheques are drawn during that, m onth, and the Subdivisional O fficer should watch
that the lim it is not exceed, by deducting: from
on the
it, reverse :of the counterfoils; the am ount
of each cheque as it is drawn. The undrawn balance at the close of the m onth should not be
carried forward to the next m onth.
Note.—In the absence of a monthly limit on his drawings the drawing officer record
shouldon
the reverse of the counterfoil
an d th e a m o u n t o f n ex t c h e q u e c arry d ra w n a n d th e to ta l o f
d ra w in g s d u rin g th e m o n th , an d c arry th
foerwir ato
rdta l to th e nco
exut n te rfo il, .th u s
en ab lin g h im s elf, fro m tim e tototim exerc
e; ise an in d e p en d e n t ch oneckthe p ostings
to H is cash b ook.
If the cu rren cy of a che q u e sho u ld e xp ire o w ing to R s. no t b eing p re se n ted a t th e tre a su ry fo r p a ym e n
th re e m o n th s a fte r .th e , moon
f its
th issue(vide R ule 162 of the T rea sury R ules, V olum e I m ay be
receivedba ck b y the d ra w e r w h o sho uld the n d estro y it a nd draw a n ew che qu e in lie u o f it. T h e
o f the de stru ction an d th e n um be r a nd da te o f th e ne w che qu e sho u ld be re co rd ed o n the co un
o f th e o ld che qu e , an d the n u m be r a nd d a te o f th e o ld ch e q ue tha t is d e stro ye d sh o uld be e n te r
the counterfoil of the new one. The fact of the new cheque havingshbeen ou ld issued
be e ntered on th e
d a te o f issue in re d in k in th e ca sh b oo k b ut no t in th e colu m n fo r p a ym e n t, a n ote b eing m ad e
sa m e tim e ag ainst the o rig in al en try in the ca sh b o ok.
N o te .— F o r p ro c e d u re re la tin g to lo s ttecehReuqleu e1s6,o3f th eT re a s u ry R u le
V os ,lu m e I.
W h e n it is n e ce ss a ry to ca n ce l a c h eq u e , th e ca n ce lm e n t s ho u ld b e rec o rd e d o n th e c o u n te rfo il,
c h e q u e , if in th e d ra w e rs' p o sse ssio n , s ho u ld b e d e s tro ye d . If th e c he q u e is n o t in h is po sse ss
s h o u ld p ro m p tly re q u e st th e T re a su ry O ffic e r to sto p p a y m e n t o f th e ch e q u e a n d , o n a sc e rta inin
p a ym e n t h a s b e e n sto p p e d , h e sh o u ld w rite b a ck th e e n try in his ca s h b o o k b y ex h ibitio n th e a
o f th e ch e q u e a se ma p tyfig u re o n th e p a ym e n t sid e in th e " B a n k o f T re a s u ry " c olu m n . A c o u n te
referen ce sh o uld b e g ive n in th e cash b oo k , ag ain s t th e o rig ina l, eto n try
th eo fsec
th eo nd
ch e q u e . A
c h e q u e re m a in in g u n p a id fro m a ny ca u s e fo mro nths
tw e lv ea fte r th e m on th of its issu e sho u ld b e
ca n ce lle d an d its am o u nt wbritten
a ck in a sim ila r m a n n e r.
C— RE CEIP T O F M O N EY.
I.— AccountProcedure
W hen m oney is received by a G overnm ent Officer on behalf of G overnm ent, it should at once be broug
to account in the Cash Book and a receipt in Form 3 should invariably be granted to the payer. If
how ever, the am ount be realised by recovery from a paym ent m adeor on other
a bill
voucher
setting forth full particulars of the deduction, a sh receipt
o u ld b e g ra n te d o n ly if sp e cia lly d e s ire d b y
th e p a ye r, b u t th e fa ct 0 f th e ' re co ve ry h a vin g b e e n m a d e b y d e d u ctio n fro m th e p a y m e n t v
s h o u ld b e cle a rly re co rd e d o n th e re ce ip t.
N ote1. — Fin al acqu ittan ce for p rivate ch eq u es and d rafts o n local b an ks accepted
under proper authority (vide Rules
9 and7 80 of the Treasury Rules, Volum e I) should
notbe given to the payer until they have been cleared.
N ote 2. — Before am officer signs a receipt in Form 3 for cash actually received by him
be should see that the receipt of the .m oney has been duly recorded in his cash boo
and intoken o f this ch eck th e en try in th e cash b oo k sh ou ld be initialled an d dated
at th e sam time
e
N o te 3 .— A t an e x c ep tio n to this ru le , e a rne s t m o n ey in le g a l ten d e r ton o tes atta ch e
te n d o n a n d re tu rn e d to th e c o n tra c to rs w h o s e te n d e rs , a re re je c te d o na sth e s a m e , d a
provided that the contractors concerned give a stamped receipt for the money in
the Register of Tenders maintained in the Divisional Office and that the Register is
to that extent treated as a subsidiary cash book and consequently as an
accounts form.' Earnest money which is received prior to the date fixed for
opening the tenders, or which for any reason cannot be refunded on that date
should be brought to account in the cash book and returned subsequently
to the contractors under the ordinary rules.
R e ce ip ts in F orm 3 ca n be issue d o nly by D ivision al S ubdivisional
O ffice rs, O ffice rs, or other G o vernm en t
o fficers spe cially authorizedth eb ylo ca l A d m in istra tion , a n d all p erson s re gu la rly o r freq ue n tly
rece iving m o ne y o n b eh alf of G o ve rn m e n t sho uld kee p a ca sh bo ok u F orm 1 .
N o te .— F o r is s u e o f d u p lic a te o r c o p ie s o f re c e ip ts s e e ru te '8 6 o f th e T re a s u ry R u
V o lu m e I.
If a govern m e nt office r w ho is no t in charg e of a ca sh b ook
m o ne
re ceive
y on s,b eh alf o f G o vern m e n t a t
e xce p tio na l tim e s, he sh ou ld n ot m ix it u p w ith the im pre st o f a ny o th e r ca sh in h is cha rg e , bu t p
rem it it, a t th e e arlie st o pp ortu n ity, to th e n ea re st o ffice r ha vin g a ca sh b oo k or d ire ct in to a tre a
a cco m p a n ied bychaa lanin d up lica te(vid eR ule s 92e t se q .,o f the T rea sury R ule s, V olu m e I). T h e
a ckn o w led ge m e n t o f th e trea su ry (w ith an in tim a tion o f th e fu ll p articu lars o f th e re ce ip t in clu din
d a te o f its re alisa tion ) sho uld b e fo rw ard ed im m e dia te ly to th e officer
n ext suhaving
pe rio r a cash book,
to enable him to m ake the necessary entriesT he therein.
re cord o f the tra n sa ction w ill be in th e
co rre sp on de n ce a nd n ot in the im pre st a cco un t of th e rece iving office r.
II.— Disposal of Receipts.
Moneys realised by officers of the department should be paid, soon
as as possible, into the nearest
treasury, for credit as miscellaneous receipts
of the department. Should a Divisional Officer or
Subdivisional Officer, however, require to make use of cash receipts temporarily for current
expenditure, he may do so instead of obtaining fresh cash by cheques; but the
before
end of the
month, he must send to the treasury a cheque for the amountthus utilised, drawn in his own
favour and endorsed by himself with the words " Receive payment by transfer credit to the
Public Works Depart ment".
N o te 1. — A t p laces w h ere th e c as h b u sin ess o f the T rea su ry is co nd uc te d b y t
B ank, m oneys received by departm ental officers are paid at the B ank direct w ith out t
in terv en tio n o f the Treasu ry O fficer.
N o te 2 .— T h is ru le d o e s n o t a p p ly to re c e ip ts re a lis e d b y s h o rt p a y m e n t o n b ills
o th e r v o u c h e rs .
D.— PAYMENTS
I.— M a n n e r o f P a y m e n t.
A ll p a ym e n ts w h ich o ffic e rs au th o rize d to d ra w ch e q u e s h av e to m a k e , s h o u ld , a s fa r a s p o s sib le , b e m
c h e q u e s ; b u t se e a lso p a ra 56.,
g ra p h
It is p e rm issib le to m a ke p a ym e n ts to s u p p lie rs of sto re s b y o b ta in in g S ta te B a nk d ra fts in a cc o rd a n
R u le 7 4 8 o f th e T re a s u ry R u les , V o lu m e I. R e m itta n ce s fo r su ch p u rp o s es o f a m o u n ts le ss th
2 5 , fo r w h ic h S ta te B a nk d ra fts ca n n o t b e issu e d , m a y b e m a d e by p o sta l m o n e y o rd e r a t th e
e x p e n se .
N o te .— F o r in s tru c tio n s re g a rd in g m a k in g p a y m e n ts fo r sto re s o b ta in e d b y d ir
o rder from private firm s and in divid uals in the U nited K in gdo m , see R ule 383 of
T reasu ryR ules, Volum e I.
A s a ru le , n o ch e q u e sh o u ld b e d ra w n u n til it is in te n d e d to b e p a id a w a y a n d c h e q u e s d ra w n in
c o n tra cto rs a n d o th e rs sh o u ld b e m a de o ve r to th e m b y th e d isb u rs e r d ire ct; b u t th e d is b u rs e r
a s s iste d in m a kin g d isb u rse m e n ts b y a ca sh ie r a p p o in te d fo r th e p u rp g ra
o speh u9n3d. eTr hpea ra
o c c a sio n a l d e liv e ry o f ch e q u e s th ro u g h a su b o rd in a te m a y b e p e rm itte d a t th e d is c re tio n a n d
re s p o n s ib ility o f th e d isb u rse r. In su ch ca se s th e su b o rd in a te sh o u ld m a ke n o e n try in a n y a
w h ic h h e ke e p s, a s a p a ym e n t m a d e b y ch e q u e sh o u ld a p p e a r in th e ca sh baucrsc oinugn t o f th e d is
o ffic e r w h o d ra w s th e ch e q u e , a n d th e su b o rd in a te 's re co rd w ill b e in h is co rre s p o n d e n c e .
N o te .— It is a s e rio u s irre g u la rity to d ra w c h e q u e s a n d d e p o s it th ea m t thine th e c a s h c
d o s e o f th e y e a r fo r th e p u rp o s e o f s h o w in g th e fu ll a m o u n t o f g ra n t a s u tiliz e d .
P ay m e nts du e to co n tracto rs m a y, if so d esire d b y th e m ,thbe e irmba de
nk stoin ste a d o f dire ct to co n tra c to rs
p ro v id e d th a t th e D e p a rtm e n t o b ta in s (1 ) a n a u th o rtis a io n fro m th e co n tra c to r in th e fo rm o f a
v alid d o cu m e n ts su c h a s a p o w e r o f atto rn e y co n fe rrin g a u th o rity o n th e b a n k to re ce iv e p a y m e n
(2 ) th e c o n tra c to r's o w n a cce p ta n ce o f th e co rre c tn e ss o f th e a cc o u n t m a d e o u t a s b e in g d u e to
G o ve rn m e n t o r h is s ig n a tu re o n th e b ill o r o th e r c la im p re fe rre d a g ain s t G o v e rn m e n t, b e fo re se tt
o f th e a cc ou n t o f cla im by pa y m e n t to th e s aid b a n k . W h ile th e re c e ip t g ive n b y su c h b a n k
c o ns titu te a fu ll a n d su fficie n t disch a rg e fo r th e p a ym e n t, co n tra cto rs sh o u ld , w h e n e ve r p os sib
in d u ce d to p re se n t th e ir b ills d u ly re ce ip te d a n d d isc h a rg e d th ro u g h th eir ba n ke rs.
N o th in g h e re in co n ta in e d sh a ll o p e ra te to c re a te in fa vo u r o f th e b a n k a n y vis
rig h-àts-vis
o r e q u itie s
G o v e rn m e n t.
II. B ills .
Genera! instructions regarding the form of bills and their preparation, completion and stamping
are laid down in Rules 138 to 146 of the Treasury Rules, Volume I. As far as possible,
the particular form of bill applicable to the case should be used. Suppliers of stores and
others should be encouraged to submit their bills and claims in proper departmental forms.
But bills not prepared on such forms should not be rejected if they set forth the necessary
details of the claims. In such cases, the additional particulars required should be added by
the disbursing officer.
Except in the case of lump sum contracts, every bill or other demand for payment should, as
far a s possible, set forth the unit rate at which payment is to be made.
III.—Vouchers.
As a general rule, every _ payment including repayment of money previously lodged with
Government for whatever purpose, must be supported by a voucher setting forth full and
clear particulars of the claim and all information necessary for its proper classification and
identification in the accounts. The full name of the work as given in the estimate and other
particulars specified in paragraph 198 or the head of account, to which the charges
admitted on a voucher are debit able, or to which the deductions or other credits shown in
the voucher, .are creditable, should be clearly indicated on it in the space provided for the
purpose or in some prominent position.
When a voucher exhibits any expenditure from which revenue may prima facie be
expected to accrue as, for instance, when payment appears m a bill for removing material from
a building or other work, either dismantled or undergoing repairs or for clearing jungle or cutting
trees in the compound of buildings or in canal banks, etc., a note should be recorded to indicate
how the old materials removed or the trees cut, etc., have been disposed of and if sold, when the
sale-proceeds will be credited to Government.
Note.—When it is not possible to support a payment by a voucher or by the
payee's receipt, a certificate of payment, prepared in manuscript, signed by
the disbursing officer, and countersigned; if necessary by his superior officer,
together with a memorandum explaining the circumstances, should always
be placed on record and submitted to the Accountant General, where
necessary. Full particulars of the claims should, invariably be set forth, and
where this necessitates the use of a regular bill form, the certificate itself
may be recorded thereon.
Every voucher must bear a pay order signed or initialled^, and dated, by the responsible
disbursing officer. This order should specify (be amount payable both in words and figures.
All pay orders must be signed by hand arid in ink.
Note.—Cashiers and others authorised to make disbursements on passed
bids, vide paragraph 69, should make no payment without a proper pay order
of the responsible disbursing officer recorded clearly on the bill or other
voucher.
Except as provided in paragraph 70, every voucher should also or have
bear,attached to it, and
acknow ledgem ent of the paym ent, signed by the person by w hom or in w hose behalf the claim
put forw ard. This ack
now ledgm ent should be taken at the tim e of the paym ent. W hen the payee
signs in a Pakistan script, he should be required to note the am ount acknow ledged in the scrip
.in his ow n handw riting. In transliterating his acknow ledgm ent, the am ount acknow ledged.' as w e
as any rem ark m ade by him , should also be reproduced in E nglish.
N o te1 .— If a d isb u rs in g o ffic e r a n tic ip ates a n y d iffic u lty in o b ta in in g , fro to m th e p e rs
w h o m m o n e y is d u e , a re c e ip t in th e p ro p e r fo rm , it is o p e n to h im , to d e c lin e to h a
th e c h e q u e o r c a s h , o r to m a k e a re m itta n c e to h im , a s th e c a s e m a- y b e , u n til
k n o w le d g m e n t o f th e p a y m e n t, w ith a ll n e c e ss a ry p a rtic u la rs , h a s b e e n g iv e n b y h im
c a s e s o f p a y m e n t b y re m itta n c e , a n o te o f th e d a te a n d m o d e o f re m itta n c e m u s t b e
o n th e b ill o r v o u c h e r a t th e tim e o f re m itta n c e . In c a s e s o f re m itta n c e b y p o s ta l
o rd e r, th e p u rp o s e o f th e re m itta n c e s h o u ld b e b rie fly s ta te d in th e a c k n o w le d
p o rtio n th e revoidf, ec la u s e(x i)o f R u le 1 3 8 o f th e T re a s u ry R u le s , V o lu m e I.
N o te 2 .— In th e c a s e o f a rtic le s re c e iv e d b y v a lu e -p a y a b le p o s t, th e v a lu e -p a y a b le
to g e th e r w ith th e in v o ic e o r b ill s h o w in g th e d e ta ils o f th e ite m s p a id fo r m a y b e a c
a s a v o u c h e r. T h e d is b u rs in g o ffic e r s h o u ld e n d o rs e a n o te o n th e c o v e r to th e e ffe
th e p a y m e n t w a s m a d e th ro u g h th e p o s t o ffic e a n d th is w ill a ls fo o rc othvee r c h a rg e s
m o n e y o rd e r c o m m is s io n .
N o te 3 .— A c e rtifie d c o p y (m a rk e d D u p lic a te ) o f a re c e ip te d v o u c h e rb m
y th
a ye b e re ta in e d
d is b u rs in g o ffic e r s h o u ld th is b e n e ce s s a ry to c o m p le te th e re c o rd o f h is o ffic e, b
p a y ee s h o u ld n o t b e re q u ire d to s ig n s u c h a c o p y o r g ive a d u p lic a te a c k n o w le d g m
th e p a y m e n t.
E.—REMITTANCES TO TREASURIES.
The officer in charge of a cash book should keep a book in Form 4 in which he should enter all his
remittances to the treasury as they are made; paragraphs 65 and 66. This book should
accompany the remittance and the chalan to be receipted by the treasury.
N o te .— R e m itta n c e m a d e to th e B a n k o f c h e q u e s p a id in a s P u b lics hWo uo ld
rk s re c e ip ts
b e e n te re d in th e R em ittan c e B o o k, b u t in . th e p la ce fo r th e tre a s u ry re ce ip t s h o
e n te re d " B y B a n k c h e q u e s " a n d th e b o o k n e e d n o t b e s e n t w ith th e re m itta n c e , p r
th at th e c h e q u e s a re a lw a y s e n d o rs ed as p re sc rib e d in p a ra g ra p h 6 6 .
F.—CASH ACCOUNTS.
I.— C a s h B o o k .
(a )U P K E E. P
An account of their cash transactions should be maintained in the Cash Book, Form 1, by all
Government officers authorised, as a regular arrangement, to receive money on behalf of
Government, as well as by those entrusted with disbursements out of cash received by them
in transfer from the divisional cash chest or obtained by cheques drawn on the treasury
Government officers entrusted with imprests or temporary advancesmaintain should and render
accounts of their disbursements in Imprest Cash Account,
Form 2.
The cash book is one of the most im portant account records of the departm ent.' The detailed
instructions given in the notes on Form
should
1 be observed strictly in practice by all
concerned.
(b) B A LA N C IN G

The cash book m ust be balanced on the date prescribed for closing the cash accounts of the m onth, b
w hen the transactions are num erous,
a weekly or daily balance is recom m ended, and it is
advisable that the cash
be counted w henever a balance is struck, or at convenient intervals, as
this affords an independent check on the accuracy of the postings. The results or suc
interm ediate counting should be recorded in the form of a note (specifying the actual cash an
also the outstanding balances of im prests and tem porary advances) in the body of the cash boo
(colum n 8), so as not to interfere with the up to date totals ; the actual balance of cash in th
chest should invariably be stated in the note both in w ords and figures.
(c) RBCTIFICATIONOFERRORS.
A n entry once m ade in the cash book .should in no circum stances be erased. If a m istake is discover
before the copy of the cash book has been subm itted to the-divisional office, it should b
corrected by draw ing the pen through the incorrect entry and inserting the correct one in red in
betw een the lines.(£he disbursing officer should initial every such correction
and invariably date
his initials. W hen the m istake is discovered too late for correction in this w ay, an intim ation of th
necessary corrections should be sent at once to the divisional office, accom panied by a propose
transfer entry, if necessary. E xcept as indicated above, no correction
entry of
once
an m ade in his
cash book should be m ade by a Subdivisional unless
Officer,authorised by the divisional office to
do so.
N o te.— T h e s am e p rin cip le s sh o u ld b e o bs erve d in c orre ctin g erro rs no ticed in t
d iv is io n al cash b o ok . If th e ac co un ts o f the m o n th h av e be en c lo se d, no corre ctio
o f erro rs in am ount, classification, or nam e of w ork, should be m ade in that book but
transfer entry should be prepared fo r the necessary correction, a suitable rem ark in r
in k (quoting reference to the correction in accounts) b ein g record ed ag ainst the
orig inal erroneous entry in th e cash b o o k.
(d) VERIFICATION
.
The disbursing officer should check all the entries in his cashas soon
book as possible after the date of
their occurrence, and he should initial the book, dating his initials after the last entry cheeked
The cash book should be signed by him at the end of the m onth and such signature be should
understood as fixing responsibility for all the entries of the month inclusive of the closing balance.
N o te.— T he fo llo w ing is the m em orandum o f som e of the m ore im portant parts of t
verification :—
The disbursing officer should—
compare each entry of payment with the gross amount chargeable as shown
in the connected voucher, seeing, at the same time, that it bears (/) a
payment order recorded by himself or the Divisional Officer, and (//) the
certificate of disbursement signed by himself or an authorised
subordinate, and ticking off each voucher as it is passed;
see, whilst examining the postings of vouchers on the payment side, that all
deductions shown in the vouchers (other than deductions creditable to
the head of account or work to which the payment relates) are posted
as receipts on the receipt side of the cash book ;
compare each entry of payment into the treasury with the Treasury Officer's
receipt on the challan or his pass book and satisfy himself that the amounts
have been actually credited into the treasury ;
verify the totalling of the cash book or have this done by some principal
subordinate (other than the writer of the cash book) who should initial
(and date) it as correct; and
verify the total of the postings in the "Bank or Treasury" column on the pay-
ment side by reference to the memoranda recorded by himself on reverse
of the counterfoils of cheques.
The actual balance of cash in each chest should be Counted on the last working day of each
month (i.e., immediately after closing the- cash account of the month under paragraph
78), but where this is not possible, the cash balance may be counted on the first working
day of the following month before any disbursement is made on that date. The details of
the actual balance should be recorded in Form 5, and a certificate of the count of cash,
specifying both in words and figures the actual cash balance (exclusive of imprests and
temporary advances), and of reconciliation of the balance so counted with the book
balance, should be recorded below the closing entries of the month. The certificate
should be signed by the disbursing officer who should invariably date his signature.
Note.—Should it not be possible for the disbursing officer, owing to his
absence, to make the count on the dates prescribed in this paragraph, he
should do so at the earliest opportunity, recording the reason for the delay
on the Cash Balance Report.
Whenever, on the contents of the cash chest being counted, balance as per cash book is
found to be incorrect, it must, unless the error can be detected and set right at once
under paragraph 79, be made to agree with the actual count balance by making the
necessary receipt or payment entry——"To cash found surplus in chest" under Public
Works Deposits, or "By cash found deficient in chest" under Miscellaneous P.'W.
Advances, as the case may be. The administrative action to be taken on the
occurrence of a deficiency must depend on the nature of each case.
Imprest
An imprest is a standing advance of a fixed sum of money given to an individual to enable him to
make certain classes of disbursements which may be entrusted to his charge by the
Divisional Officer or the Subdivisional Officer in accordance with such rules, and subject
to such restrictions, as may be laid down by the local Administration. The amount of an
imprest should be kept as low as possible and should in no case exceed one thousand
rupees without the special sanction of the local Administration.
The account of imprest cash should be kept in duplicate by the imprest holder in Form 2,
Imprest Cash Account, in accordance with the directions given in that form. The
counterfoil should be retained by the imprest-holder and the original supported by the
necessary vouchers, should be forwarded to the officer from whom the imprest is held,
whenever the imprest-holder finds it accessory to have the account recouped, or when it is
proposed to increase or decrease the amount of the imprest or to close the account
altogether. The account must, in any case, be rendered to the officer from whom the
imprest is held in time to enable him to incorporate the account in his cash book before it
is closed for the month on .the date fixed for the purpose.
The recouping officer should examine the imprest cash account and the supporting vouchers,
initial and date the vouchers in token of approval and by 'a formal pay order (vide
paragraph 73) recorded on the account authorise the recoupment, enhancement,
reduction or closing of the imprest, as the case may be. The account should then be
abstracted and incorporated in the Cash Book in the manner prescribed in notes on
Forms 1 and 2.
Note.—If any item in an imprest account appear to the recouping officer to be
open to objection, the imprest should nevertheless be recouped in full, and the
item under objection may be entered in his cash book as "Item awaiting
adjustment in the Imprest Account of " under "Miscellaneous P. W.
Advances" to be watched under that head until either the objection is
removed or the amount is made good by the imprest-holder.
The imprest-holder is responsible for the safe custody of imprest moneys and he must at all times
be ready to produce the total amount of the imprest in vouchers or in cash.
III.— Tem porary A dvance.
W h e n a d isb u rsin g o ffic e r m a k es a re m itta n c e to a su b o rd ina te o ffice r to e n a b le h im to m a k e a n u
s p ec ific pe tty p ay m e n ts o n a m u ste r ro ll o r o th e r v o uc h e r w h ic h h a s a lre a d y b e e n p a s se d fo r p a
th e a m o un t re m itte d sh o uld b e tre a te d a s a T e m p o ra ry A d va n ce te d afo
n dr in
ac Fcoourm
n 2 in th e
s a m e w a y a s a n im p re s t. T h e a cc ou n t o f raa ryT eAmdpv oa nc e s ho u ld b e c lo s e d a s so o n a s po ss ib le .
Note.—This rule applies also to cash taken out of the chest by the disbursing
officer himself to make payment at a distance.
G.—CHEQUE BOOKS AND RECEIPT BOOKS.
Cheque Books (Form 6) required by Divisional and sub-divisional Officers authorised to draw on
treasuries, subs treasuries and the Bank are obtained by them from the district treasury
concerned, vide Rule 148 of the Treasury Rules, Volume I . Receipt Books (Form 3)
are similarly obtained by them from the treasury of the district within which their '
respective headquarters are situated.
Cheque (or Receipt) Books should on receipt be carefully examined by the Divisional or the Sub-
divisional Officer concerned who should count the number of forms contained in each and
record a certificate of count on the fly-leaf.
Cheque books must be kept under lock and key in the personal custody of the Divisional or
Subdivisional Officer concerned. Receipt books should be similarly kept by the officer
authorized to sign the receipt.
Counterfoils of used books should be returned promptly to the divisional officer for record.
N o te .— In a n y c a s e in w h ic h th e lo c a l A d m in is tra tio n c o n s id e rs it n e c e s s a ry to re
th e c o u n te rfo ils o f c o m p le te d R e c e ip t B o o k s in th e s u b d iv is io n ^ o ffic e , th e y m a
s e n t b a c k to th e S u b -d iv is io n a l O ffic e r a fte r th e ir c h e c k in th e d ivv idis io
e n a l o ffic e ,
p a ra g ra p h 5 4 3 (c ). T h e S u b -d iv is io n a l O ffic e r s h o u ld , h o w e v e r, b e in s tru c te d to k
th e m in s o m e s a fe o r b o x th e k e y o f w h ic h re m a in s in h is p e rs o n a l c u s to d y .
H.—CUSTODY OF CASH. .
Public money in the custody of the department should be kept in strong treasure chests by secured
two lock of different patterns. All the, keys of the same lock must, except where the procedure
prescribed in the; Note below this paragraph is adopted, be kept in the same person's custody,
and, as a general rule, the keys of one lock should be kept apart from the keys of the other
lock, and in a different person's custody when practicable. The chest should never be opened
unless both the custodians of the keys are present. When there is a guard, the daffadar or
other petty officer of the guard should usually be the custodian of one set of keys and he must
always be present when the chest is opened and until it is again locked. Whenever a cashier is
attached to a division or subdivision, the keys of one of the locks of the treasure chest will
necessarily remain in his possession.
N o te.— T he duplicate keys of d ivisio nal and sub-d ivisional chests m ay, at t
discretio no f the D iv is ion al O ffic er, b e p laced , u n der h is seal, in the cu stod y o f the
T re as ury O ffic er co nc erne d . In th e event o f th is prac tic e b ein g a do p ted , a d u plica
key regis te r sh o u ld mbaintained
e and once a year, in each A pril, the keys should be
sent for, exam ined and returned un der fresh seal, a note being m ad e in the register that
th ey have been fou nd co rrect.
C ashiers m ay be appointed w henever, in the opinion of the local A dm inistration, the cash transactions
a division or subdivision areciently
suffi extensive to require
. . it.. . . . . .
O ne cashier m ay m ake the cash paym ents of tw o or m ore divisions or subdivisions, or throughout
w hole of a division, w herever such an arrangem ent is found to be practicable.
The D ivisional O fficer should count the cash in the hands of each cashier at least once a m onth; or in t
case of outstations, he or the Sub-divisional O fficer should count it whenever he m ay visit them
The result of such counting should be recorded in the form of a note in the cash book show ing th
date of exam ination and the am ount (in w ords) found.
C H A P TE R V II.— S TO R E S.
A.—INTRODUCTORY
.
T he general ad m in istra tion of all the stores of a divisio ninisthe
ve D
sted
ivisional O ffice r, on w hom prim arily
devolves the duty of arrang ing, in acco rdance w ith such rules and instructions as m ay have been
issuedb y G o vernm e nt, fo r (1 ) the acqu isitio n of sto re s, (2 ) their custotribdyution
an daccord
dis in g
to th e require m ents o f w orks, a nd (3) their d isp osal.
G overn m e nt o ffice rs en tru sted b y the D ivision al O ffice r w ith th e ca re , use o r con sum p tion o f sto res
resp on sib le fo r m a intain ing correct re co rd s and p repa rin g correct returns in resp ect of the sto
e ntru stedto them .
A ll transactions of re ceipts and issues should be reco rded, in accordance
strictly w ith the prescrib ed rules or
p ro cedure, in the orde r of occu rrence a nd as so on as they take place . F ictitious stock a djustm
a re strictly p ro hibite d, such, for exam ple, as (1) th e debiting to a w ork of th e cost of m ate rials
req uire d, or in exce ss o f actu al req uirem e nts, (2 ) the de biting to a p articu la r w o rk for w hich fu
a re ava ilab le of the va lu e of m a te ria ls inte nded to be utilise d on another w ork allotm
for w
ent
h ich no
has been sanctioned, (3 ) the w riting back of the value ofused m ateria
on als w o rk to avoid e xcess
o utla y over ap prop riatio n, e tc. A ny brea
of this
ch rule constitutes a serious irregularity, w hich w ill be
brought prom inen tly to th e no tice of the a pp ro priate au th ority co nce rned by the GAeneral.
cco un ta nt

The accounts of sto res are based on the fundam entalthat principle
the cost of their acquisition should be
debited to the final head of account
conce rn ed or th e particular w ork for w hich they a re require d, if
e ithe r of th ese can be de term ined at on ce; o th erw ise, it sh ou ld b y kept in a suspen se acco
p ending cle arance, as the m a te rials are a ctually issu ed, by debit to spe cific he ads o f acco un
w orks.
In accordance w ith th is g en eral ru le, th e co st o f th e su pply o f all sto res, req uired as to ols an d p la n
the general use of th e division,b ited
is deat o nce to the m ino r head " To ols an d P lan t", subordina te
to the m ajor h ea d under w h ich su ch cha rges o f th e division are cla ssified ; and sp ecial item s of t
a nd plan t, w hich a re re qu ired n ot for g en eral pu rp oses bu t for a sp ecific w ork, are de bite d to
w ork.S eea lso ru le s 1 an d 3 of A ppen
dix 5.
Similarly, all road metal required for the maintenance of a road or section of a road is debited at
once to the minor head "Repairs" (Communications) under the major head concerned,
against the estimate sanctioned for the collection of it, and when roadmetal is acquired
especially for use in the construction of a road or other work, its cost is debited to the esti-
mate for such construction.
In the case of other materials, when purchases are made for the requirements of works
generally, the cost is accounted for under the suspense head “Stock ",vide paragraph 125 of
the Central Public Works Department Code. Materials purchased specially for a work are,
however, debited to that work.
The four classes of stores enumerated in paragraph 121 of Central
the Public Works Department
Code, thus fall into two distinct categories as shown below :—
Stores debited to Suspense—
Stock.
Stores debited to final heads—
Tools and Plant.
Roadmetal.
Materials charged to works.
W ith certain exceptions [vide paragraphs 242 and 248 (c)], a numerical or quantity account of
receipts, issues and balances has to be maintained for all stores, even though debited to
final heads, with a view to control the balances efficiently until the stores are disposed of
finally eitherby consumption on works or otherwise. This quantity account has further
be to
reconciled periodically with the value accounts except in the case of Tools and Plant and
Road Metal. The rules in this chapter are framed on the principle that, as far as possible, the
initial records of all stores, as also the returns of subdivisions, should take account of
quantities only, and that the value accounts should be maintained in the divisional office.
B.—STOCK.
I.—G e n e ra l.
The stock of a division is sometimes kept in a single godown or yard in the charge of a
storekeeper or other officer, or each Subdivisional Officer may have a separate stock in
his charge, either at his headquarters or scattered over the sub-division in the direct
custody of subordinates or other sectional officers. Again, the stock, although scattered
over the entire division, may be in the general charge of a single official and the Subdivisional
Officers may merely indent upon him; the accounts being kept by the former. The rules
prescribed below will apply whatever be the arrangement in force in the division.
Stock accounts may be maintained in a Subdivisional office, even though the officer in*charge is not
authorised to keep a cash account in Form 1. A separate account should be kept in the
divisional office of any stock which is directly under the charge of the Divisional Officer or
of an officer under his orders and not under the orders of a Subdivisional Officer.
II.—Quantity Accounts.
(a) Receipts.
Materials may be received, on stock from the following stores :—
Supplies,
High Commissioner for Pakistan in U. K.
Other sub-divisions, divisions or departments (including Government workshops),
Manufacture, and
Works, Buildings, etc.
In all cases there should be proper authority for the receipt, by the storekeeper or the
sectional officer concerned, of materials to be brought on stock. This authority should be given in
writing by the Divisional Officer or, if so authorized under local orders, by the Sub-divisional
Officer.
All materials received should be examined and counted, or measured, as the case may be,
when delivery is taken. The record of the detailed count of measurement should be kept
in the Measurement Book in the manner prescribed in paragraphs 208 and 209, and the
total number or quantity received should be simultaneously entered in the Register of
Stock Receipts, Form 8. Such acknowledgment as may have to be given to a supplier for
stores received from him can be signed only by the Divisional or the Sub-divisional Officer.
Any certificate that the storekeeper or sectional officer concerned may be called upon to
record in respect of the receipt of stores, for this or any other purpose (vide paragraph
116), should be in the following form :
Received on—
—————and duly recorded in the Register of Stock
Receipts. See also page——of Measurement Book No......
D ate (Signature).
(b) Issues.
Materials may be issued from stock for the following purposes :—
for use on works either by issue to contractors or direct (paragraph 237),
For despatch to other sub-divisions, divisions or departments,
for sale to contractors, employees, other persons or local bodies, vide paragraph 135 (e) of the
Central Public Works Department Code.
They should be issued only on receipt of an indent (Form 7) signed by the Divisional or
the Sub-divisional Officer. But when a sectional officer has to issue stock materials for the
requirements of works under himself the use of this form may be dispensed with, if the sectional
officer has been authorized under local orders to draw such materials from his stock up to any
assigned limit not exceeding the provision made for materials in sanctioned estimates.
Note 1.—When examining Registers of Stock Issues and Works Abstracts,
Sub-divisional Officers should see that in practice this rule is observed
strictly, and they should deal suitably with instances of unauthorised and
excessive issues to works made by sectional officers without due cause.
Note 2.—The term '"Works" includes manufacture operations, vide Note
below paragraph 112.
Indents should be filled up carefully as all subsequent accounting depends upon it. In the column "
Head of Account, etc, besides entering the name of the account head to which the
issue of stores is debitable, full names of divisions and offices to which stock is to be
issued and of contractors, employees, other persons or local bodies to whom it is autho-
rized to be sold, should be added in all cases in which stores are ordered to be issued
otherwise than for the requirements of works within the division. The last column, headed
" Name of Work, etc.", should be filled in only when the stores are required for works
within the division, and in such cases the full name of the work as given in the estimate,
should be entered, as well as the name of the contractor from whom the value is
recoverable (vide paragraph 237).
When issuing materials from stock, the storekeeper or sectional officer should
examine the Indent (Form 7) and sign it in the space provided for the purpose, after
making suitable alterations (attested in each case by his dated initials) in the~
description and quantities of materials, if he is unable to comply with the indent in
full. He should then prepare and sign the form of the invoice attached to the
indent according to the supply as actually made and simultaneously make an
entry in his Register of Stock Issues, Form 8. The indent should be returned at once
to the indenting officer and the signature of the officer receiving the materials
should be obtained, as soon as possible, on the invoice which should be treated
as a voucher in support of the entry in the register.
N ote 1.— It should be seen that the acknow ledgm ent of m aterials is signed either
by the person to w hom they are ordered to be delivered or despatched, or by a
duly authorised agent. This precaution is specially necessary in the case of issues
to contractors and privatepersons whose acknow ledgm ents should set forth all
the particulars m entioned in paragraph
240.
N ote 2.— Note 1 applies also to issues m ay be to .contractors by the sectional
officer him self without the production of an indent signed by higher authority
(videparagraph 106).
W hen m aking entries in the Register of Stock Issues the keeper
storeor sectional officer should pay
particular attention to record in the colum ns headed " To whom issue " and " Head of Account,
etc." the full particulars as given in the last two colum ns of the Indent or as otherwise known to
him .
Note.—If the materials are issued for use on a work, the particulars required
to be entered in the column "Name of Work, etc." of Form 7 (vide paragraph
107) should invariably be given in the column "To whom issued".
As an exception to the general rule in paragraph 98 that all stock transactions shall be shown in
the accounts as soon as they occur, the local Administration may prescribe that issues of
petty stores by a sectional officer direct to works [vide paragraph 237 (2)] under his
supervision may be shown in the accounts collectively once a month when closing the
accounts of the month.
(c) Monthly Abstract of Receipts and Issues.
The receipt and issue transactions of the entire subdivision should be abstracted monthly in a
single “Abstract of Stock Receipts " (Form 9) and in a single " Abstract of Stock Issues "
(Form 10). These forms should be posted, in the sub-divisional office, from the Registers of
Stock Receipts and Stock Issues, Form 8, entries being made only in respect of quantities.
Note 1.—The several transactions of the month need not be entered
severally in the Abstract, it being sufficient to show, as a single transaction,
the total receipts from each source or the total issues to each account or
work. The quantities received (or issued) in each transaction should be
noted in the lower part of the Abstract, against the entry of the transaction,
in separate columns for each distinct article of Stock, these columns being
so written up as to group the articles by the prescribed heads of Stock.
After all transactions of the month have been posted, the total receipts (or
issues) of each article should be computed and noted in the column headed
"Quantities" in the upper part of the form. No entries need be made in the
sub divisional office in any of the money columns in either part of the form, as
these will be filled up in the divisional of f ice, vide paragraph 123.
Note 2.—In posting column 1 of the Abstracts, those receipts and issues of the
month, which represent transactions the value of which is brought to
account in the same month through the cash book or transfer entries,
should be separated from transactions not so brought to account within the
month. See paragraph 522.
Note 3.—It is left to the Subdivisional Officer to make the most suitable
arrangements for collecting the information required to complete these
Abstracts. The Registers of Stock Receipts and Stock Issues of
subordinates stationed at the sub divisional headquarters may be obtained
in original, and storekeepers and sectional officers at outstations may be
required to furnish copies of their register. Care should be taken to reconcile
all transfers of stock between subordinates of the same subdivision, and
reconciled transactions connected with such transfers within the subdivision
should not appear in the Abstracts of the subdivision.
Note 4.—The Registers of Stock Receipts, and Stock Issues maintained by
sectional officers may, if necessary, be closed a little earlier than the date
fixed for the closing of the sub divisional accounts. See Note 2 below
paragraph 486.
When abstracting the transactions recorded in the Registers of Stock Receipts and Stock
Issues, care should be taken to observe strictly the prescribed accounts clarification,
vide Appendix 2. It is not sufficient to enter the name of the major head affected, but the
minor and detailed heads should also be stated, as well as the additional particulars
mentioned in paragraph 109.
Note.—Although "manufacture" is a sub-head of the Stock account, issues
of stock to manufacture operations and receipts of outturn from manufacture
should be accounted for in the same way as issues to or from any other
distinct head of account, and each manufacture operation should be treated
as a separate work. See also paragraph 4 (68).
The quantity accounts of a particular month show all quantities received or issued in that
month; but the corresponding cash payment, cash recovery, or other adjustment may
not always appear in the divisional accounts of the same month. To secure agreement
between the quantity and value accounts receip ts and issues, the value of w h ich cannot be
a djustedin the acco u n ts o f th e m on th in w hich th e actua l tra n sa ction s ta ke p la ce , sho u ld
a cco un te d for in the A b stra cts u n d er the su sp e n se chh aeasedss" Paund
r "M iscellan eo u s P . W .
A d van ce s" re sp e ctive
S ee
ly.a lso N o te 2 b elow p a ra g rap h 11 1.
(d) Half-yearly Balance Return.

T he total quantities of the re ceipts a nd issu es of e ach article of stock, a s re co rd ed in the M o


A bstracts, F o rm s 9 an d 10, sh ou ld before the A bstracts are transm itte d to th e divisio
(vide nal office
p arag ra ph489), be posted in the H alf-yearly B alance R eturn, F orm 11, in the colum n
p ro vid ed for the m o nth co ncerned both u nd er " R ece ip ts " a nd " Issues ". A s soon as the rece
a nd issue s of th e last m onth of the ha lf-yearposted,
a re the closing balances should be worked out
and entered both in colum 2 1,n " C losing ba la nce carried fo rw a rd ", of th e retu rn for that half-yea r
a nd in colum n 6 , " B alan ce bro ught forw ard ", of the return for thyear.
e ne xt half-
A se para te return in this form sho uld be p re pa red fo r each o f the H a lf-ye ars e nd in g S ep te m ber
M a rch, w hich for th e S eptem be r h alf-yea r e m bracing only tran sactions up to th e date on w h ich
m on thly a ccount of the sub-division are closed. The return for each half-year should all em brace
a rticles in sto ck..
C olum n s 2 2 and 2 3 of the form of the return are provide to dgive
so the
as sub divisional and the
divisional officers an opportunity ofm en
com
ting on the co ndition of the sto res o r on th e rates, a nd o f
n oticing caseins w hich the balances, are in excess of requirem ents.
(e )C o rr e c tio n s ,

A n y errors tha t m a y be d isco vered in the R egisters of an R


d eIssu
ceipts
e s o r in the M on th ly A b stra cts,
b e fo re the accou n ts for the m on th are clo se d , m a y be se t rig h t by the S ub -divisio na l O fficer.
co rre ctio n s sh ou ld be m ad e ne atly b y scorin g o ut th e in co rre ct figu re s or
ando thweriting
r en trie
thes
correct ones abo ve them and the y should be a tte sted initials.
b y d ate d
N o te .— S to re k e e p e r a n d s e c tio n a l o ffic e rs m a y s im ila rly c o rre c t th e ir re s p e c tiv e R
R e c e ip ts a n d Is s u e s b e fo re s u b m ittin g th e m to th e s u b d iv is io n a l o ffic e .
M istak es n o tic e d su b se q u e n tly sh o u ld n o t b e c o rre cte d e xce p t in a cco rd a n ce w ith a fo rm a l tra n sfe
o r u n d e r in s tru c tio n s re ce ive d fro m th e d ivis io n a l o ffice .
E rro n e o u s e n tries n o tice d in a H a lf-ye a rly B ala nc e R e tu rn , w h ic h ha s n o t ye t b e e n s u b m itte d
d iv isio n a l o ffic e , m a y b e co rre c te d b y th e . S u b -d ivisio n a l O ffic e r, o nly if th e co rre sp o n d ing e n
th e M o n th ly A b stra c ts c on c e rn e d , o r in th e p re vio u s H a lf-ye a rly R e tu rn , a re co rre ct o r h a ve B e e
s e t rig h t.
III.— V a lu e A c c o u n ts .
(a) Payment for Stock received.
Bills of suppliers should, before payment, be examined and dealt with in the manner prescribed in
paragraphs 203 and 212 to 224.
N o te .— S p ec ia l atte n tio n is in v ite d to th e ru le in p a ra g rap h 22 3 th e o b jec t o f w h ic h i
p rev e n t e rro n e o u s o r d o u b le cla im s b e in g p u t fo rw a rd su cc es sfu lly . S to rek ee p e rs
sectio n a l o ffic e rs m a y , if d es ire d , b e req u ired to verify su p p lie rs' b ills b efo re p ay m
(v id ep a ra g ra p h 1 05 ) b u t th e d isb u rs in g o ffic e r is re sp o n s ib le th a t n o p a y m e n t is m a
u n les s thpe re cau tio n s refe rred to ab o ve h av e b een o b serve d .
C a s h p a y m e n t s h o u ld n o t b e m a d e fo r s to c k re c e iv e d fro m o th e r s o u rc e s e x c e p t in a c c o rd a n c e w ith th
in C h a p te r 4 o f th e A c C c ooudnet, V o lu m e I. W h e n u n d e r th o s e ru le s p a y m e n t fo r s u p p lie s m a d e b y
d e p a rtm e n t is m a d e in c a s h , th e c la im s o f s u c h d e p a rtm e n t s h o u ld b e d e a lt w ith in th e s a m e w a
o f s u p p lie rs . In o th e r c a s e s , th e n e c e s s a ry a d ju s tm e n t o f th e c o s t, th ro u g h th e re m itta n c e o r o
c o n c e rn e d , s h o u ld b e m a d e b y th e d iv is io n a l o ffic e in a c c o rd a n c e w ith th e in s tru c tio n s in C h a p te
X V II, a fte r o b ta in in g a v e rific a tio n o f th e c la im , w h ic h s h o u ld n o t b e c e rtifie d w ith o u t c ro s s i
c o n n e c te d m e a s u re m e n t b o o k e n trie s w ith a s u ita b le re m a rk .
(b) Recoveries for stock issued.
(i) Is s u e ra te s .
A n Is s u e R a te is a t s ig n e d to e a c h n e w a rtic le a s it is b ro u g h t o n s to c k . T h is ra te is fix e d o n th e p rin c
c o s t to b e c h a rg e d to w o rk s o n w h ic h th e m a te ria ls a re to b e u s e d s h o u ld a p p ro x im a te ly e q u a l
c o s t o f th e s to re s a n d th a t th e re m a y b e n o u ltim a te p ro fit o r lo s s in th e s to c k a c c o u n ts . It s h o u
b e y o n d th e o rig in a l p ric e p a id , fo r c a rria g e , a n d o th e r in c id e n taal cctu
h a rg
llyinecsu, rre
if adn oy ,n th e
a c q u is itio n stores.
of .
N o te 1 .— It is n o t n e ce ss a ry th at th e Is s u e R a te fo r a n ite m s h o u ld b e th e sa m e in
s u b d iv is io n s , b u t a u n ifo rm rate sh o u ld o rd in a rily b e p re sc rib e d fo r a ll lo c a lities
s u bd ivision .
N o te 2.
— T h e Is s u e R ates sh o u ld b e w o rke d o u t to th e n ea rest a n n a , as far as p o ss ib l
Normally the issue rates will remain constant throughout the half-year, but as purchases are made
or contracts for the supply of materials are entered into, variations in cost should be
watched, and if these are appreciable, Issue Rates* may, and in important cases shall, at
once be raised or lowered, as may be necessary. Further, when closing the Half-
yearly Registered of Stock (paragraph 129), all rates must be reviewed and revised if
necessary, to bring them within the market rates.
If the Issue Rate of an article of stock is appreciably less than the market rate, the following
precautions should be taken in addition to any restrictions on sales or on issues outside
the division which the Divisional Officer may prescribe :—
Issues to contractors, and sales shall be made at market rates, but see paragraphs 238 and
239.
Issues to other divisions and departments may be made at a rate higher than the Issue Rate.
(ii) Storage Charges.
A storage rate is fixed annually for each Division or sub-division on the principle that the total
estimated annual expenditure (see paragraph 4 (55)) is, as far as possible recovered from
the issues likely to be made during the year. On the basis of this rate storage charges are
calculated, simultaneously with the book value, for all issues made under paragraph 106.
(iii) Mode of Recovery.

The Sub-divisional Officer is responsible that the value of materials sold to municipalities, Local
Funds and the public, and of issues
made to contractors for private use, is recovered in cash
at the earliest oppor
tunity.
Note.—A Sale Account in Form 19 should be prepared in support of every
such sale.
All adjustments of the value of stock issued except on sale should be made by the Divisional
Officer as in the case of receipts, vide paragraph 117. The Sub-divisional Officer, is,
however, responsible for the clearance from works accounts, of all outstanding against
contractors on account of the recoverable value of materials issued to them by charge to
works.
The 10 per cent, supervision charge should be realized in addition to the value of stock
including storage charges in all cases in which it is recoverable under paragraph 127 of
the Central Public Works Department Code, but the amounts recovered on this account
should not be treated as receipts on account of stock, but as revenue receipts, or receipts
on capital account, as (he case may be.
(c) Valuation of Quantity Accounts.
When received in the divisional office, the Abstract of Receipts and Issues will be incomplete in
respect of (1) the values of quantities shown as received and issued, (2) the calculation of
the shortage charges on the issues and (3) cash or adjustment charges on account of
manufacture operations, storage and incidental charges, such as those for carriage,
loading and unloading of stock materials. They should now be completed in all
these respects.
Note 1.—The lower part of each Abstract should first be taken up. In this
part, quantities of the several articles received or issued in connection
with each transaction have already been entered separately in the columns
provided for this purpose; vide Note 1 below paragraph 111. These
quantities should now be valued by recording the amount Of each just
below it, and the total value of each transaction should be shown in the
first money column (third column of Form 9 or sub-column 1 of the second
column of Form 10, as the case may be). In Form 10, storage charges
should be calculated on the book values entered in sub-colum n 1 and show n
in sub-colum n 2 and a total of these should be entered in the last sub-colum n of
the second colum n against each transaction. Total should then be struck in the
next m oney colum n, "Total", separately for each head of account. The upper part
of the form should be valued next. The total of the values entered against each
article in the low er part should be show n in the colum n headed "Am ount
(separately , for each article)" against that article, it being seen further, in the
case of issues, that this total is equal to the rate for the article m ultiplied by the
total quantity. Finally, the entries
in the last m oney colum n should be totaled up,
both for each subhead of Stock and for whole
the Abstract. In Form 10, the total
of the sub-colum n 2 of the second colum n in the low er part should be shown
against the line "Total— Storage" in the Upper part and grand total struck in that
part. The grand total should agree w ith the total of the second m oney colum n
"Total" in the low er part of the form . The cash and transfer entry debits and
credits to stock(vide Note 2 below paragraph 111) should be agreed w ith the
transactions pertaining to Stock brought to account in the cash book and the
transfer entry book,
vide paragraph 522.
Note 2.— Receipts should be valued on the basis of the prices paid or payable as
per bills or other claim s. Extra charges, w hen paid or adjusted, should be posted
as separate item s w ithout quantities.
Note 3.— Issues should be valued at the Issue Rates fixed for the vide
purpose,
paragraphs 118 to 120.
Note 4.— All entries m ade in the divisional office should be in red ink to
distinguishthem from those m ade in the sub divisional office.
Carriage and other incidental charges should be debited to stock only when they are incurred
in connection with the general stock requirements. See also paragraph 206. These
charges should be adjusted against the particular sub-head under which the item is
classified or the sub-head "Storage" of the stock account according as the charges
have been incurred before or after the acquisition and delivery of the stores at the
godown.
To classify and collect, by objects of expenditure, the charges debited to Stock from time to
time, the same procedure should be observed as is adopted in respect of expenditure
on works, that is, works abstracts and registers of works should be maintained, See
also paragraph 517.
IV.—Half-yearly Register of Stock.
An account should be maintained in the divisional office to record, month by month, separately
for each sub-division, the transactions relating to each item of stock. This account
should be in Form 12. Half-yearly Register of Stock, which is in three parts:—
Part I.—The Register.
Part II.—The Summary.
Part III.—The Review.
Part I should, as regards quantities, be posted monthly from the sub-divisional Abstracts
Forms 9 and 10 and balanced half-yearly, m the same manner as the sub divisional
Half-Yearly Balance Return ; see paragraph 114. The only values to be posted should
ordinarily be the aggregate values of the total receipts and issues for each sub-head,
as recorded in the upper part of these Abstracts: but, if it is desired to maintain a value
account of the receipts, issues or balances of any particular items, there is no objection
to values being recorded in red ink, immediately below the respective quantities.
N o te .— T h e R e g iste r s h o u ld b e la id b e fo re th e D iv is io n a l O ffic e r w ith in a w e ek afte r
s u b m is s io n o f th e M o n th ly A c co u n t to th e A c c o u n ta n t G e n e ra l.
A t the end of the half-year, the closing balances of quantities should be reconciled w ith those show n
the H alf-Y early B alance R eturns received from S ub-divisionalvide
O fficers,
paragraph 490, The
closing balances of the aggregate values of sub-heads should also be struck. Their reconciliatio
w ith the accounts will be effected through vide
P artpara
II, graph 130.
The R egister should then be closed, the follow ing instructions
being observed in respect of m oney
colum ns 20 to 24 :—
M arket R ates (C olum 24).—
n This colum n should be filled up, in respect of each item , under the
orders of the D ivisional O fficer, by a person other than a m inisterial subordinate. It should b
w ritten up at or about the close of the half-year, but before any entries are m ade in the colum n fo
Future Issue Rates.
C urrent Issu e R ates (C olum20).—
n T his colum n w ill have been filled up at the com m encem ent of the
half-year, in respect of item s brought forw ard from the previous half-year, quently,
and subse
from
tim e to tim e, in respect of new item s and item s the rates of w hich are revised during the half-yea
Value at Current Issue Rates (Column 21).—This column should be w ritten up at the close of the
half-year and should represent the value of the closing balance at the Issue R ates current dur
the last m onth of the half-year.
F uture Issu e R ates (C o lu22).—
m n T his should show the rate for issues during the follow ing half-year
w hich should be fixed, separately for each item , in accordance w ith the principles laid dow n
paragraph 118, but should in no case be in excess of the m arket rate. W hen opening the R egis
for the follow
ing half-year, the rates as show n in this colum n should
cribed
be trans
into the colum n
for C urrent Issue R ates of that register.
Value at Future Issue Rates (Column 23).—This column should show against each item the
value of the closing balance at the Future Issue Rate. The entries in this column should be
totalled by sub-heads of stock for each sub-division, and to or from this total should be
added or deducted, as the case may be, amounts which have been debited to stock in
advance of the actual receipt of stores and other debits or credits which are awaiting adjust-
ment under the sub-head concerned for known reasons (to be recorded). If the resultant
figure does not agree with the corresponding book balance as brought out in column
19.(vide paragraph 128) an adjusting entry (plus or minus representing respectively the deficit or
surplus due solely to the revision
of rates) should be made and a further total struck which should
agree with the book balance.
Part II, Summary, is intended to serve two purposes:—prove (1) to the value balances brought out in
column 19 of Part(vide
I paragraph128), and consequently the amounts of the surpluses and
deficits requiringadjustment in consequence of the revision of rates, and (2) to abstract
the
value balances, so as to bring out, by sub-heads of stock, for thedivision,
entire the aggregate
Value at Current Issue Rates side by side withbalances
the as shown in the accounts.
W hen Part II is completed the Divisional Accountant' should
write up his report in Part III and submit it
to the Divisional Officer, who
will then review the Register of Stock and record his remark and
orders in Part III.
N o te .— T h is re v ie w s h o u ld b e d ire c te d to s e e s p e c ia lly th a t s toare n cs ea w
reithp rictheed in a c c o rd
r u le s , th a t s to c k s a re ta k e n p e r io d ic a lly b y r e s p o n s ib le o ffic
o f einr sd ,ivaid
n du athl aite
t smtos c k s
a r e r e g u la te d o n ft c o n s id e r a tio n o f a c tu a l r e q u ire m e n ts o f th e n e a r fu tu r e a n d w it h
t h e a v e r a g e c o n s u m p tio n o f th e p a s t a n d to th e p r e v a ilin g m a r k e t c o n d it io n , T h e o b
is th a t th e s to c k o n th e r e g is te r s h a ll c o n s is t o n ly o f e ff ic ie n t a n d n e c e s s a r y a r tic le s
t h e r a te s a t w h ic h th e y c o u ld b ea tp th
u rec htim
a s ee .d
It is o p tio n a l w ith th e lo c a l A d m in is tra tio n , in c o n s u lta tio n w ith th e A c c o u n ta n t G e n e ra l, to p re s c rib e t
y e a rly R e g is te rs o f S to c k a n d to p e rm it th a t th e y m a y b e c lo s e d a n d re v ie w e d a n n u a lly . Im p o r
Is s u e R a te s , w h ic h m a y b e n e c e s s ita te d boyf cfluo sc t,tu as htioo nu sld , h o w e v e r, b e m a d e a t o n c e a n d n o
d e fe rre d till th e c lo s ey oe fa th
r,v id
e ep a ra g ra p h 1 1 9 .
V .— L e d g e r,
T h e m a in te n a n c e o f a c o n tin u o u s le d g e r fo r e a c h a rtic le o f S to c k is n o t n e c e s s a ry . It is p e rm is s ib le ,
lo o s e c a rd o r le a f le d g e rs , in s u ita b le fo erm .g,.,thinocsaes eosf, e le c tric a l s to re s , w h e re th e n u m b e r o f
a rtic le s h a n d le d is la rg e a n d fre q u e n c y o f tra n s a c tio n s re n d e rs it d e s ira b le to m a in ta in , in re
a rtic le , a d a y to d a y re c o rd o f th e q u a n titie s re c e iv e d a n d is s u e d , p re s e n tin g th e re s u lta n t b a la
tra n s a c tioWn .h e re th is s y s te m is a d o p te d th e fo llo w in g in s tru c tio n s s h o u ld b e o b s e rv e d :—
T h e c a rd o r le a f le d g e rs s h o u ld b e w ritte n u pq uina nretities p se cot nolyf , b u t, if v a lu e s a re e n te re d th e re in fo r a n
p u rp o s eth, e y w ill n o t b e re c o g n iz e d fo r p u rp o s e s o f a c c o u n ts .
T h e y s h o u ld n o t re p la c e th e R e g is te r o f S to c k , F o rm 1 2 , b u t s h o u ld , o n th e o th e r h a n d , b e re c o n c i
c o nv e n ie n t in te rv a ls .
If the maintenance of the Registers of Stock Receipts and Stock Issues, Form 8, is
considered unnecessary, they may be dispensed with, provided that suitable arrangements
are made for the Abstracts of Stock Receipts and Stock Issues, Forms 9 and 10, to be
written up, as transactions take place, either by a responsible official or on the authority of
written reports signed by such an official, and supported by necessary vouchers.,
The ledgers, if necessary, may be kept in a convenient position in the store godown, but they
should be kept locked, the keys being in the custody of the person responsible for
making entries therein.
VI.—Stock-taking
The results of all verifications of stock (vide paragraph 131 of the Central Public Works Department
Code) should be reported to the Divisional Officer for orders, but, as soon as a
discrepancy is noticed, the book balance must be set right by the verifying officer,
treating a surplus as a Receipt and a deficit as an Issue, with a suitable remark.

The value of stores found surplus should be credited at once as a revenue receipt or a receipt
on capital account, as the case may be.
The value of a deficit should, however, not be debited to .final heads, but kept under
"Miscellaneous P. W. Advances" pending recovery or adjustment under orders of
competent authority. When the loss is declared to be irrecoverable and-its write-off
ordered, a transfer entry should be prepared clearing the head " Miscellaneous P. W.
Advances " by debit to---
the works for which the stores were especially collected, if the accounts thereof are still open,
or
the general head " Losses on Stock " under one or more major heads, as may be decided
by competent authority, on a consideration of the objects for which the stores were
stocked.
The rule in paragraph 131 of the Central Public Works Department Code suggests that the
stock-taking of a sub-division may go on gradually throughout the year. The stocks of an
article in a subdivision may, however, be scattered, and it may .therefore, not be possible in
such a case to test the aggregate book balance of any article for the sub-division, by an
actual verification of all the stocks of it at the same time. Where such conditions prevail,
the following expedients may be adopted under the orders of the local Administration.
Sectional officers may be required to maintain quantity accounts of receipts, issues and
balances (in a form similar to the Half-Yearly Balance Return) of stock materials in their
charge. These accounts should be posted monthly from the Registers of Stock Receipts
and Stock Issues before* the latter are submitted to the Sub-divisional Officer.
These accounts should be submitted to the sub-divisional office at the close of each half-year
for record after reconciliation with the Half-Yearly Balance Return of the subdivision.
As far as possible, the various stocks, in charge of a sectional officer, of each article,
should be verified at or about the same time, so that the difference between the
sectional book balance and the actual balance may at once be known. This difference
should be adjusted in the manner prescribed in paragraph134, without waiting for
the results "of verification of stocks in other sections.
Note 1.—Before the adjustment of a difference is accepted finally by the
Subdivisional Officer, he should test the correctness of the sectional officers'
book balance by reference to the records of his own office.
Note 2.—If the relaxation referred to in paragraph 110 has been authorised
by the local Administration, the sectional officers should be required, at
the time of the stock taking, to bring to account all issues to works made
since the closing of the previous month's accounts.
The procedure of verification outlined in the foregoing paragraphs is suitable primarily for
divisions executing ordinary works. In the cases of special stores depots or divisions
or of construction divisions where there may be large concentration of stores, their
physical verification should be the duty of the executive authorities, and should be
performed by such agency and in such detail as may be decided by the local
Administration in consultation with the Accountant General.
VII.—Rectification of Accounts.
Clerical errors in value accounts of stock should be dealt with generally under paragraph
79; see also paragraph 115. Corrections of errors discovered after the accounts of
the month are closed, should, when permissible, be made (i) by making entries of value
(without quantities) in the Stock accounts of the current month when no change is to be
made in the head of account affected, and (if) by preparing transfer entries in other
cases.
Other corrections in Stock accounts may be necessary in the following cases :—
When quantities are found surplus or short, either as the results of stock-taking or
otherwise vide paragraphs 131 and 130 of the Central Public Works Department
Code.
When Issue Rates have to be raised or lowered vide paragraph 119.
When stores of any description become unserviceable
(vide paragraph 129 of the Central
Public Works Department Code) and have, therefore, to be removed from stock.
These corrections should be effected in the following manner :—
Both in quantity and value accounts, all additions to quantities should be treated as
Receipts and reductions there in as Issues, a suitable remark being made in the
entries in Forms 8, 9 and 10; See also paragraph 134 and 135. These entries must
be made as soon as differences in quantities come to notice, but in the case of materials
to be declared unserviceable, no adjustment should be made until receipt of orders of
competent authority, which should be obtained on a Survey Report in Form 18.
Alterations in rates made when closing the Register of Stockshould be carried out as
indicated in paragraph 129 (d). Those made on other occasions should be noted at once in
Part T of theRegister of Stock by making a fresh entry (with the month of change) in
column 20. The resultant rectification of the value of the stock balances should in all cases
be made only when the Register of Stock is closed,vide paragraph 129(e). The ad
justing
entries referred to in that paragraph should, however, be cleared on receipt of orders of
competent authority, this clearance being effected by making suitable value entries,
without any quantities, in the Abstract of Receipts and Issues, Forms 9 and 10, as the
case may be, the values being classi fied in accordance with the principle enunciated in
paragraph135.
No correction will be made in the accounts in respect of stores declared to be in excess of
requirements,vide paragraph 126 of the Central Public Works Department Code. Such
stores will continue to be borne on the Stock account until transferred elsewhere or
otherwise disposed of in the ordinary course.
C.—Tools and Plant.
I.—G e n e ra l.
The tools and plant of a division are of two kinds :—
General or ordinary tools and plant, i.e., those required for the
general use of the division.
Special tools and plant, i.e., those required not for general purposes, but for a specific work.
The cost of the supply, repairs and carriage of articles of class (a) is charged to the
minor head “Tools and Plant," whereas similar charges of class (b) are borne by the work
concerned. In both cases, the cost is charged in the accounts against sanctioned estimates, in
the same way as expenditure on works, though for purposes of sanction it is treated as
expenditure on tools and plant.
Numerical accounts of articles of both classes should be kept in accordance with the following
rules, a separate set of accounts being maintained in each sub-division and one in the
divisional office except when otherwise ordered by the local Administration under Note
1 below paragraph 150.
Note.—The rules relating to numerical accounts of Tools and Plant apply
also to imperishable articles, e. g., typewriters, furniture of rest houses,
etc., whether required by charge to heads of account other than "Tools and
Plant", or received free of cost.
The accounts of tolls and plant issued for use by sub-ordinates of the sub-division, or temporarily
lent to contractors, as well as those of articles lent to local bodies and others under
competent authority, should be specially reviewed periodically, and it should be seen that
the articles are returned without unnecessary delay and in good condition.
Note.—This paragraph also applies to tools and plant sent out for repairs.
II.—Numerical Accounts.
(a) Receipts.
All articles received should be examined and counted when delivery is taken, and the
transaction should be posted in the Account of Receipts of Tools and Plant, Form 13.
Such acknowledgment as may have to be given to the person, from whom the articles are
received, can be signed only by the Divisional or Sub-divisional Officers. An
acknowledgment should invariably be given when articles lent are received back.
Note 1.—The record of the detailed account should, in the case of
purchases from suppliers, be kept in the Measurement Book in the manner
prescribed in paragraphs 208 and 209.
Note 2.—The entries in Form 13 in respect of the receipt back of articles lent
or sent out (vide paragraph 144) should be made in red ink, with a reference
to the original entries and the Account of Issues of Tools and Plant.
(b) Issues.
All transactions of issues (including those of articles referred to in paragraph 144) should be
posted in the Account of Issues of Tools and Plant, Form 14. Except in the case of cash
sales, unstamped but dated acknowledgment must be obtained in support of all issues,
and in the case of tools, etc., lent to contractors, such acknowledgments should further
set forth the valuation of the articles lent, as determined by the Subdivisional Officer.
See also Note 1 below paragraph 108.
Note.—Entries of articles referred to in paragraph 144 should be made in red
ink.
(c) Register of Tools and Plant.
A consolidated account of the receipts, issues and balances o tools and plant should be
maintained in the sub-divisional office in Form 15, Register of Tools and Plant. This
account should be for the twelve months ending September, that is, it should embrace
transactions up to the date on which the accounts of the sub-divisional for that month are
closed. It should be kept in three parts :—
Part 1.—For articles in hand.
Part II.—For articles temporarily lent or sent outside paragraph
144.
Part 111.—For shortages awaiting adjustment.
In part I articles should be grouped under the prescribed sub-heads, which are—(1)
Scientific instruments and drawing materials, (2) Plant and machinery, (3) Tools, (4) Navigation
plant, (5) Camp equipage, (6) Live stock, and (7) Office furniture, In Part II the entries should
be made in a separate section for each contractor or other person to whom the articles are
lent or sent out for repairs, etc. Part III is brought into use only if any shortages come to
notice, and the instructions relating to it are given ire paragraph 160.
Parts I and II of the Register should be posted thus—
The Accounts of Receipts and Issues, Forms 13 and 14, should' first be totalled up
monthly when closing the accounts of the month.
The total receipts and issues of each article thus arrived at should be posted in Part I of the
Register, Form 15, in the columns, for Receipts and Issues respectively.
Each separate transaction connected with articles lent or sent out (vide paragraph 144)
should further be posted in Part II in the section reserved for the contractor or person
concerned,, articles lent, etc., being shown under " Debits" and those; received back
under " Credits ".
As soon as the transactions for the month of September have been posted, the account should
be closed and balanced, and the closing balances, should be carried forward to the next
year's return.
A similar register should also be maintained in the divisional office separately for each sub-
division and, at the end of the year, the closing balances, as per this register should be
reconciled with those shown in the Subdivisional register.
Note 1.—The local Administration may, in consultation with the Accountant
General,. dispense with the maintenance by Divisional Offices of the separate
registers prescribed in. this paragraph ; provided that suitable
arrangements are made for check by Divisional Offices of the registers
submitted to them by the Subdivisions—see paragraph 490 (c).
Note 2.—In the divisions in which the registers of Tools and Plant are audited
locally it is unnecessary to open new registers every year. The use of Form
No. 15 (Inner) will render it possible to keep the same register in use for two or
three years, or longer, thus obviating the necessity for copying the items into
a new register every year. Where the registers, are audited centrally, the
opening of new registers every year cannot be avoided, as the old registers
have to be closed and submitted to the Accountant General.
III.—Payment for Supplies.
Payment for tools and plant received from suppliers and other sources should be made
generally in the manner prescribed for stock receipts in paragraphs 116 and 117. But
when the Mathematical Instrument Department is unable to supply any instruments
indented for and arranges, for their purchase, the supplier's bill will, if that Department
so desires, he paid in cash or by a State Bank draft.
IV.—Recoveries.
(a) For use of Tools and Plant.
T he procedu re to be o bserved in charg ing the co st of tools an d plan t in the acco unts o f a division a
m aking ad ju stm ents on account o f cost o f tools an d plant used o n w o rks execu te d on behalf of o
d ivisions, d epartm ents, etc., and on certa in w o rks of th e divisio n itse lf, is de scribed in A ppend ix 5
W hen to ols an d p la nt are lent to local b od ie s, contracto rsvide
or paragraph
others, 14 4, th e hire an d o ther
charges should be d eterm in ed by lo ca l ru les an d sh ould be re covered regularly.
The whole cost of carriage of all Government tents belonging to Executive and Revenue
officers should be debited to "Tools and Plant". If they are used wholly or partly for
private purposes, recoveries will be in accordance with rules framed by the local
Administration on this behalf, and should be accounted for in accordance with the
rules in Statement E of Appendix 2.
(b) For Sales and Transfers.
The Subdivisional Officer is responsible that when tools and are plantdisposed of by sale or
otherwise, with the sanction of competent authority,the amount recoverable from the
parties concerned is realised at the earliest opportunity. If the amount is not recovered
within the month in which the articles are delivered, it should be charged to Miscellaneous
P. W. Advances as a sale transaction, by the issue of a transfer entry.
Note.—A Sale-Account in Form 19 should be prepared in support of every- trans
action.
W hen tools an d p la nt are tran sferre d to other d ivision
m s,
e ndt epart
s or G overnm en ts, th e S u bd ivisio na l
O ffice r should no te in F o rm 1 4 in red ink, ju st b elow th e entries of quan titie s, the va lues the re
reco ve rable u nder the rules in C hapter X V II. T he ne cessary adjustm ent w ill b e e ffecte d b y
d ivisional o ffice.
T he fo re go ing ru le s, re ga rdin g the a djustm en t o r tran sfer of the cost of, to ols an d plant apply equa
special tools a nd plant (p aragraph 142) th e cost o f w h ich w as cha rg ed to a w o rk or p ro ject provi

that the articles are actually disposed of by sale, or transferred, on a valuation to another
department or Government,
that when the articles are transferred to another work or project in the same division, or to
another division of Government, they are actually required for immediate use on a work
or project which has already been sanctioned by competent authority, and the transfer
value has been determined by competent authority in accordance with such rules as
may be prescribed.
It is not permissible to write-back the cost of special tools and plant or anticipation of the
possibility of the articles being utilised on another works or project at some distant date.
Note.—No articles can be removed from the numerical accounts, on the
plea that the accounts of the work to which the cost of the articles was
debited have been closed until they are actually sold or transferred, or
they having become unserviceable their write-off is sanctioned.
V.—Verification
The rule in paragraph 134, regarding verification of stock applies also to verification of tools
and plant, with the exception that any articles are found deficient, the note of the
deficiency should be in red ink in the Account of Issues, Form 14, without making any
entries in the quantity columns, so that the articles may continue to be borne on the
accounts of tools and plant, until the loss is adjusted by a recovery or a sanctioned write-
off, see also paragraph 160.
VI.—Rectification of Accounts.
Clerical errors in the numerical accounts should be dealt with in the manner prescribed in
paragraph 115 for stock accounts except that no transfer entries will be necessary.
Discrepancies in quantities and losses should be dealt with as under :—
When they are noticed, action should be taken as indicated in paragraph 158, losses being
treated as deficiencies.
When writing up the Register, Form 15, the deficiencies should be registered in Part III
under “Debits " and their clearance should be watched. Articles found surplus will be
treated as receipts in Part I, and will, therefore, require no further action.
If the deficiencies are made good in kind, the receipt or recovery should be shown in the
Account of Receipts, Form 13, without making any entry in the quantity columns, and,
when posting the Account into the Register, Form 15, the articles received should
not be entered in Part I, but taken (with a suitable remark) direct to Part III, under
"Credits ", in clearance of the debit outstanding therein.
If the deficiencies are made good by recovery of cost or their write-off is sanctioned the
articles should he shown, as issued, in the Account of Issues, Form 14, with a suitable
remark, and when this entry is transcribed into the Register, Form 15, it should not
only be entered in Part I in the ordinary way, but also entered with a suitable remark in
Part 111, as in case (c), thus clearing the debit outstanding therein.
Note.—The authority to write-off should be obtained on a Survey Report in
Form 18.
D.—ROAD METAL
I.— Q u a n tity A c c o u n ts .
Supplies of road metal should be measured and paid for in the same way as supplies of other
materials for works, vide Chapter X. But as metal is often kept in stores at the road-side
before being laid down, a quantity account of it should be maintained in the sub divisional
office in Form 16, “Statement of Receipts, Issues and Balances of Road Metal". Copies
on loose sheets being submitted monthly to the Divisional Office within a fortnight of the
submission of the monthly accounts.
Note 1.—The authority to write-off should be obtained on a Survey Report in
Form 18.
Note 2.—This statement should show, mile by mile, the receipt, disposal and
balances of road metal of each kind (stone, kunker, etc.) The balance of metal
in each mile should be shown, whether there are any transactions on it
during the month or not.
Note 3.—Separate statements should ordinarily be kept for metal collected for
annual repairs, for renewals and for petty repairs.
In respect of metal required for new roads or for renewal purposes, the maintenance of this detailed
account showing the receipts, issues and balances, mile by mile, may be dispensed with
by the Divisional Officer, provided—
that he should maintain in his own office, a register in a form similar to Form 35 (without
values) showing, separately by each road or section of a road, the quantities of metal of
each description paid for, month by month, in connection with all estimates for collection,
and
that, whenever any executive officer or subordinate responsible for any part of the balance of
the metal is transferred, the accounts pertaining thereto should be verified.
This verification should be generally on the lines prescribed in paragraphs 252, et seq, the
consumption since last verification being computed on a consideration of the work of construction
or renewal actually done in connection with all estimates relating to the road or section. For this
purpose, Form 37 may be used with advantage.
II.—Rectification of Accounts.
Metal found surplus, as the result of check measurement (vide paragraph 37 of the Central
Public Works Department Code) or otherwise,, should at once be brought on to the
quantity accounts. Deficits should,, however, not be removed from the quantity accounts
until recovery of their value or receipt of sanction to write-off; but a red ink remark
should be recorded at once and carried forward, from month to month, until the
discrepancy is set right.
III.—Schedule of Rates.
A rate-book or Schedule of Rates showing the lowest rate at which metal can be supplied to' the
road-side throughout the division, should be kept in the divisional office in Form 17,
with such modifications as maybe considered necessary to suit local conditions. The
rates should be revised, from time to time, as old quarries are exhausted or new ones
opened, or as other circumstances affect the rates. See also paragraph 296.
IV .— C h arg es fo r Q u arries .
When land is acquired for extracting road metal primarily intended for—
the maintenance of an existing road, or
the construction of a new road or the raising in class of an existing road,
the following principles of accounting should be followed in adjusting the charges
connected with the land and quarries—
When the charges do not exceed Rs. 1,000, the amount should be debited direct to
"Repairs" or to "Original Works", according as the quarry is intended to serve the
purposes specified in clause (i) or (ii) above.
When the charges exceed Rs. 1,000 and the road metal is required to maintain an existing
road or roads for a series of years, the total initial outlay should be debited to the
sub-head " Land, Kilns, etc." of the Stock Account, and this sub-head should be
gradually relieved, by debit to the collection estimates of each year, in the manner
prescribed in paragraph 335 for similar charges connected with manufacture
operations.
When the charges exceed Rs. 1.000 and the road metal is required for the purpose
specified in clause (H) above, the Divisional Officer should charge direct to the
original work concerned such portion of the cost as is proper. The balance, if any,
should be debited to the sub-head " Land and Kilns, etc." of the Stock Account, and
this sub-head should eventually be cleared by debit to "Repairs" in the manner
prescribed in paragraph 335 (6).
E.—MATERIALS CHARGED TO WORKS.
The account procedure relating to materials obtained specially for a work is described in
Chapter X. Special tools and plant charged to works do not fall under the category of
“materials charged to works ", vide paragraphs 142 and 143.
CHAPTER VIII.—TRANSFER ENTRIES.
Transfer entries, that is, entries intended to transfer an item of receipt or charge from the
account of a work in progress or of a regular head of account to the account of another
work or head, are necessary—
In order to correct an error of classification in the original accounts ;
Note.—Sometimes it is more convenient to classify items pertaining to
several beads (or works), under a single bead in the first instance than to
classify them under each from the beginning. For example, when a joint work
in which several parties are interested is undertaken, the individual
transactions relating to it are taken to the account of a single party in the
first instance, a ad before closing the accounts of a month, the necessary
distribution over ail the accounts is effected by transfer entry.
In order to adjust, by debit or credit to the proper head of account (or work), an item
outstanding in a suspense account or under a debt head,
In order to bring to account certain classes of transactions which do not pass through
the cash or stock account, e.g.—
For credit to " Purchases " or " London Stores ", as the case may be, on account of
materials received for works from sources other than stock, vide paragraphs 242 and
247 ;
For credit to "P. W. Dsposits" on account of balances due to contractors on closed
accounts, vide paragraph 277 ;
For credit to Revenue heads on account of revenue not recovered in cash ;
For original debits or credits to Remittance heads bead on transactions not appearing in
cash or stock accounts, e.g. transfer of tolls and plant to another division,
department or Government when the value is recoverable from them ;
For original debits or credits to Remittance heads based on transactions not appearing in
cash or stock accounts, e.g. transfer of tools and plant to another division,
department or Government when the value is recoverable from them ;
For credit to the heads concerned of the several percentages leviable under the rules,
e.g., those on account of supervision (when not recovered in cash), establishment,
tools and plant and workshop charges, vide paragraph 127. of the Central Public
Works Department Code and Appendix 5 and paragraph 384 of this Code ;
In order to respond to a remittance transaction advised by the Accountant General or direct
by the division or department concerned, if the corresponding debit or credit to the
remittance head has not already appeared in the accounts ;
In order to relieve the account of a work in progress of—
items which have ceased to be debitable to the estimate for the work, and
suspense charges which can no longer be kept within the accounts of the work (vide
paragraph 270). Such transfer entries are necessary either when the accounts of any con-
tractor or of the work itself are to be closed, or when any recoveries (otherwise than
in cash) have become due, e.g., by the transfer of stores to any other work or account.
For every transfer entry there must either be an authority in Form 53, Transfer Entry Order, or an
order recorded on another document (e.g., Survey Report, Form 18. and Final Bill of a
contractor's closed account placed under Public Works Deposits) which sets forth all the
necessary particulars; see also paragraph 512.
Note 1.—In cases in which the Transfer Entry Order is not required to be
submitted1 to the Accountant General with the Monthly Account, vide
paragraph 525, the necessary order, if not initiated by a Subdivisions! Officer,
may be signified by the Divisional Officer's initials against the entry in the
Transfer Entry Book (paragraph 172).
Note 2.—A single transfer entry may cover a number of adjustments and
corrections, provided that all the necessary particulars are set forth in respect
of each.
A Transfer Entry Order may be initiated by the Sub-divisional Officer, and should be so initiated
by him in all cases falling within clauses, (a), (b), (c) and (e) of paragraph 167 which come
within his cognisance.
The Divisional Officer should see that no transfer entry is made in the accounts unless admissible
under the rules, that a transfer entry is made as soon as it becomes necessary, and that
Transfer Entry Orders in respect of transactions falling under clauses (a), (b) and (c) of
paragraph 167, proposed by Subdivisional Officers, are countersigned by himself in token
of acceptance.
Note.—Transfer entries should receive the special attention of Divisional
Officers so that habitual errors and misclassifications in the accounts of
subordinate officers may not remain unnoticed.
All Transfer Entry Orders should set forth such explanation of the correction or adjustment
proposed to be made as would establish clearly the correctness and necessity of the entry.
Note.—In cases of corrections involving a reduction in the charges against the
estimate of a work, it is essential not only that full particulars of the vouchers
and accounts in which the erroneous charges originally appeared are
specified, but also that the circumstances in which the charges were
allocated wrongly under the estimate for the work are set forth clearly. It is
not sufficient to state that the charges were erroneously classified previously.
All transfer entries ordered to be made should be registered in the Transfer Entry Book, Form
54, maintained in the divisional office. Entries should be grouped separately for each month
in the accounts of which they are to be incorporated. Before the book is closed monthly the
Divisional Accountant should see that no adjustments which are required to be made
under any rule or order are omitted.
No transfer should be made from one sub-head to another in the accounts of a work except on
the authority of a formal Transfer Entry Order prepared in accordance with the procedure
prescribed in this chapter and approved by the Divisional Officer. The order should be filed
with the Works Abstract for the month in which the transfer is effected and it should not be
entered in the Transfer Entry Book.
CHAPTER IX.—REVENUE RECEIPTS
A.—GENERAL
Public Works revenue is assessed and realised in accordance with rules and orders made by or
under the authority of Government. When collected, it should be brought to account in
accordance with the classification prescribed in Appendix 2.
Consistently with the provisions of the rules in this chapter, the detailed rules of account procedure
relating to revenue receipts are prescribed locally by the authorities of the Public Works
Department, See also paragraphs 31. 38 and 49 of the Central Public Works Department
Code.
Distinction must be made between receipts which are finally creditable to Government as
revenue of the Department, and transactions which represent merely such cash or other
value received as has either to be eventually repaid or to be utilised to meet the cost of
some service to be rendered or already rendered, or to be taken in reduction of
expenditure previously incurred. Receipts of the latter class are creditable to the debt,
deposit, remittance or expenditure head concerned and are not subject to the rules of this
chapter; see also Statement E of Appendix 2.
Note 1.—For appropriation of unclaimed balances lying in the Deposit
accounts, see paragraph 399.
Note 2.—Deleted.
Note 3.—Receipts in connection with District Fund Works which are
realised by public Officers are creditable to the head "Deposits of Local
Funds—District Funds"
It is not permissible to take credit for revenue to the head concerned until it is realised, but
Divisional Officers are responsible that demands are made as revenue falls due, that
steps are taken with a view to effect prompt realization of all revenue, regular or occasional,
and that proper records are kept to show, in respect of all items of revenue, recurring or
non-recurring, the assessments made the progress of recovery and the outstanding debts
due to Government.
Note 1.—The object of this rule is that all classes of revenue, whether
accruing from property of any kind, from leases of rights and concessions
(e.g., rights for fishing, grazing, etc., and use of water-power), or from any
other source are properly watched.
Note 2.—As an exception to the general rule, the following may be credited as
revenue (before realisation—
supervision charges on sales of stock on credit,
sale proceeds of .such articles of tools and plant as are creditable to the minor
head "Recoveries of expenditure" by debit to Miscellaneous P. W. Ad-
vances, vide paragraph 155.
The recovery of all debts due to Government should receive the special attention of the
Divisional Officer and no debt should be remitted or 'written off except under the orders of
competent authority.
B.—IRRIGATION REVENUE COLLECTED THROUGH DISTRICT AND REVENUE
AUTHORITIES

When revenue from Irrigation, etc., works under the administration of the Public Works
Department is realised through District and Revenue Authorities, the procedure described
below should be observed :—
The collections made by the District and Revenue Authorities are paid direct into treasuries.
They are brought to account to credit of the revenue heads concerned in the
Accountant General's office without being passed on to the Divisional Officer for
adjustment.
The Divisional Officer receives from the Collector a monthly statement of the amounts
realised, to enable him to watch the progress of recovery against demands or
assessments.
The Divisional Officer should submit to the Accountant General a half-yearly statement
showing, separately for each Civil district, the monthly realisations, as compared with the
assessments, in respect of each canal or other work.
The Accountant General will maintain a register showing, separately for each canal or other
work, the monthly realizations pertaining to the different divisions.
The Accountant General will bring to the notice of the appropriate authority of the Department
any marked shortcoming of revenue realisations, as compared with the budget estimate
and the assessment of the year, but this will not relieve the authorities of the Public Works
Department of their responsibilities as prescribed in the local rules referred to in
paragraph 175.
C.—RENTS OF BUILDINGS AND LANDS.
I.— D e m a n d s a n d R e c o v e rie s
(a) From Private persons.
When a public building, land or other property is let to a person not in the service of Government,
the full assessed rent must be recovered in advance.
(b) From Government Servants and pensioners.
The recovery of rents from Government servants occupying rentable buildings in charge of the
Department may be made either in Cash or by deduction from their pay bills through the
Treasury Officer or other disbursing officer concerned, as may be directed by the local
Administration.
Note 1.—Amounts due on account of the hire of Government furniture and on
account of the value of articles of furniture and other Government property
lost or damaged by a Government servant as well as any other dues for
which a Government servant may be-liable to Government in respect of the
residence allotted to him may also be recovered' either in cash or by
deduction from pay bills in accordance with the rule in this paragraph.
Note 2.—The system of direct recovery in cash from employees of other
divisions and departments is ordinarily not suitable when the rent
recoverable is dependent upon the-rate of pay of the occupant.
Where rent is recoverable in cash, a bill in suitable form should be sent to the tenant on or
before the last day of each month. The tenant should be required to pay in the rent
before the expiry of the following: month.
When recoveries of rent are to be effected through a Treasury Officer or other disbursing
officer, a demand in Form 48, Statement of Rents recoverable in cash or by
deduction from Pay Bills, should be sent in duplicate, before the close or each month,
to that officer who will make the-necessary recoveries and return one copy of the
statement duly completed. In the case of rents recoverable from non-gazetted
Government servants, whose pay is drawn by the heads of their offices on a
consolidated bill cashed at a treasury, a demand in Form 48 may be sent to the
drawing officers and not to the treasury officer.
Note 1.—In cases of cash recovery from Government servants, the Divisional
Office should obtain from the disbursing officers a certified statement in Form
48.
Note 2.—In Form 48 will also be included any amounts due on account of the
hire-of Government furniture, the value of articles of furniture and other
Government property lost or damaged by a Government servant as well as
any other dues for which a Government servant may be liable to Government
in respect of the residence allotted to him, vide Note 1 below paragraph 180.
Note 3.—A separate Form 48 should be prepared in respect of each tenant
who is a-, gazetted Government servant and who draws his pay direct from
the treasury. For non-gazetted Government servants there should be a single
consolidated form for each class or establishment whose pay is drawn in a
separate bill. Particular in regard to this should be obtained by the Divisional
Office from the drawing officers.
Note 4.—In the case of gazetted Government servants Form 48 will be filled up
from, the information .contained in the pay slip received from the
Accountant General under paragraph 61 of the Audit Manual. When a
tenant goes into occupation of a residence the Divisional Officer will intimate
the fact to the Accountant General and call for a pay slip. In the case of non-
gazetted Government servants Form 48 will be prepared on the basis of
information to be obtained from drawing officers. If any change of
emoluments is noted by the Treasury Officer in the completed copy of Form
48 returned by him, the statement of rents for the next month will be prepared
from the information so furnished. Provision will also be made in the
statement, where necessary, for the recovery of additional rent due either
because the full amount has not been collected or because arrears of
emoluments have been paid to a Government servant.
Note 5.—Treasury Officers and other disbursing officers .are required to
recover the amounts specified by the Divisional Officer, without prior
reference to the tenants, and to note on the statement of rents the
particulars of emoluments, and of changes therein, in respect of
Government servants whose rent is limited to a percentage of such
emoluments.
Note 6.—If the rent recoverable from a Government servant is limited to a
certain percentage of his emoluments, and such emoluments are changed
retrospectively, the rate at which rent is recovered should also be changed
retrospectively.
Note 7.—If a Divisional Accountant becomes aware that the emoluments of a
Government servant have been changed in respect of a period during which he
occupied a Government residence at some other station or stations, he
should see that the intimation of the change of emoluments is given to the
Divisional Officers of the stations concerned to enable them to recover the
arrears of rent where necessary.
Amounts recovered by deduction from pay bill cashed at treasuries, subordinate to the same
Accountant General as the Divisional Officer, will not be passed on to the latter for
adjustment in his accounts, as the Accountant General will credit the revenue heads (and
canals, etc.) concerned, direct in his own books. The Divisional Officer should, however,
credit the .accounts of the tenants in the Register of Rents of Buildings and Lands, Form
49 (paragraph 194), with the recoveries as certified by the Treasury, Disbursing or Drawing
Officer concerned.
Note.—The Accountant General will forward to the Divisional Office for
verification the statements in Form 48, received during the month in his office
with the accounts of ten percent, of the treasuries selected by him. The
Divisional Accountant should compare these statements with the
corresponding entries in the Register of Rents of Buildings and .Lands
(Form 49), see that no statement pertaining to that treasury has been omitted
to be sent by the Accountant General, and take steps to revise the
assessment of rents of Government servants whose rates of emoluments
have been altered by the Accountant General.
Recoveries made by other Treasury O fficers and disbursingofficers should be credited to the
accounts of tenants in the Register of .Rents of Buildings and Lands, Form 49, and adjusted in
the divisional accounts by debit to the remittance head concerned, on the authority of the
certified statements received back from them , without waiting for the intim ation of the
corresponding credit from the Accountant G eneral's vide
office,
Note below paragraph .438.
Note.—Statements received from disbursing officers and submitted to the
Accountant General along with the divisional accounts will be sent
periodically to the Accounting Officers of the circles concerned for
verification, and the procedure indicated in the Note below paragraph 183 will
then be followed in respect of the verified statements.
A tenant w ho is in receipt of a pension from G overnm ent
be treated
should as a private individual for the
purpose of these rules. But if he desires
to m ake paym ents by deductions from his pension,
recoveries from him m ay be m ade through the T reasury O fficer or other disbursing offi
concerned, on the pensioner's furnishing the D ivisional O fficer w ith a w ritten request authoris
such deduction. T his authority should be transm itted to the T reasury or disbursing officer w ith
first dem and.
In the case of vacation of quarters by a G overnm ent servant .before the last day of a m onth, ow ing to
departure on transfer, leave or retirem ent, the dem and for the rent for the broken period should
m ade .at once, so that the am ount due m ay be recovered before his departure.
P ending order on a representation against the D ivisional.assessm
O fficer's ent, the am ount assessed
m ust be paid by tenants on dem and. Should
,the representation prove successful, the excess
am ount charged should be .adjusted as soon as orders are issued, by a reduction in th
assessm ent of a .subsequent m onth, or, if this is not practicable or convenient, by an actu
repaym ent.
D.—REFUNDS AND REMISSIONS
Remissions of irrigation revenue allowed before collection should be treated as reductions of
demands. Cash repayments of revenue actually collected and brought to account under "
XXXIX—Civil Works " or Irrigation heads should be accounted for under the minor head
“Deduct Re funds " of the Revenue head concerned. All other refunds of revenue, such as,
refunds of rent adjusted by short assessment or short realization in a subsequent month,
and repayments of " Receipts and Recoveries on Capital' Account" (Appendix 2) should
be taken in reduction of the receipts under the heads concerned.
Before a remission or refund of any kind, otherwise in order, is allowed, the original demand or
realization, as the case may be, should be-traced and a reference to the remission or
repayment should be so recorded against the original entry in the cash book and other
accounts as to make the-entertainment of a double or erroneous claim impossible. A
certificate-of such a note having been made should be given in all vouchers for refunds. Any
acknowledgment previously granted should be taken back if possible-and destroyed, a note
of the repayment being, in any case, recorded on the: counterfoil of the receipt.
E.—ACCOUNTS PROCEDURE.
I.— R e g is te rs o f R e v e n u e .
Save as provided in paragraph 193, all revenue receipts of the-division should be classified and
abstracted in a Register of Revenue, Form 46, maintained in the divisional office. The
receipts relating to each project, for which a separate capital account is kept, should
be registered separately, and all the other receipts pertaining to a major head should be
booked collectively.
In this register a column is opened for each minor Head of revenue (and detailed heads
subordinate to it) other than "Deduct—Refunds", for which a single deduction is made
from the total revenue of the month, the details of the amounts making up the figure to be
deducted being recorded in a separate Register of Refunds of Revenue, which should also
be in Form 46.
N o te .— F o r a c c o u n ts p ro c e d u re in re s p e c t o f re fu n d s o f resnets
e Nre
o te
a lisb e dlo, w
p a ra g ra p h 1 9 6 .
All receipts falling under the minor head “Receipts and Recoveries on Capital Account" should also
be abstracted in Form 46, separately for each major head of expenditure, a separate
account being kept for each project the expenditure whereon is booked separately.
Receipts falling under the minor head “Recoveries of Expenditure " will appear in the
Register of Revenue for the major head concerned under three distinct recoveries heads,
namely (1) Establishment recoveries, (2) Tools and Plant recoveries and (3) Other recoveries.
In respect of rent receipts of the buildings and special services for which a subsidiary account is kept
in Form 49 (see paragraphs 194 and 196), it is not necessary to make entries in detail in any
of the registers in Form 46. The monthly totals only (excluding the amounts realized by
Treasury Officers under the same account circle), for each class of the rents, for which
separate detailed heads have been opened under .the minor head "Rents", should be
transferred from Form 49\to Form 46.
II.—Register of Rents.
A register in Form 49 (R egister of R ents of Buildings and Lands> should be m aintained in the D ivisi
O ffice to show the m onthly assess
m ents, realisations and balances of rents, of all residential
buildings (including:
office buildings used as residences) and of such other buildings, lands, etc.,
as m ay be available for being let. N o building other than those falling, w ithin the categor
specified in clauses (1) and (2) of rule 2 of A ppendix to the 2.
Account C ode, V olum e IV ,
extracted below , or site should be excluded,
from this register on the plea that it is intended to be
occupied rent-free
or is not likely to be rented, but all such buildings m ay be grouped separately.
residences for use of the Governor General or the head of a local Administration ; . -
buildings which are situated within the precincts of jails, hospitals, police lines, tehsils,
educational institutions, provided that they are allotted free under the orders of
Government to Government servants who are required to occupy particular houses in.
order to ensure the proper performance of their duties."
Note 1.—Private buildings which have been hired for use as residences or are
used as-such, wholly or in part, should be included in this register.
Note 2.—Rent-free quarters for Class IV servants need not be entered in this-
register except when allotted to persons from whom rent is recoverable. Nor
need rest-houses and. other travelers bungalows be entered although rent
receipts from them are also treated as-rents of. buildings which are required
to be booked under the minor head "Rents".
The entries relating to the assessment of rent should be made month-by month, and for this
purpose arrangements should be made to-obtain timely intimation (with full particulars) of all
changes of tenancy from the subordinates in charge of the properties.
Note.—If any property is occupied free of rent, or if the rate for any month's
assessment is neither the standard rate nor the ten per cent, of the
occupant's emoluments, a; suitable remark (quoting authority) should be
made against the entry relating to it. If a Government servant is not entitled
to but is actually allowed the benefit of the 10 per cent, concession
[recognized by Fundamental Rule 45-A-IV(6) or 45-B-IV(6)] a-reference to the
specific orders of Government allowing it should be recorded in the remarks
column of the Register of Rents.
The total realizations of each month should be abstracted at the foot of the register, so as to
show separately (1) cash realized in the division, (2) recoveries by other disbursing
officers .adjusted in the divisional accounts (paragraph 184), and (3) recoveries at
treasuries in the same circle of account adjustable in the Accountant General's office
(paragraph 183), for both rents, of buildings and rents of lands, etc. If any buildings are
provided with sp ecial service s such as furnitu re, etc;, for w h ich rent is ch arged sep arate l
the account of ren t cha rg ed fo r each build ing in respect o f these services shou ld be ke pt sepa
from that of th e ren t o f the build in g itse lf, and in the abstra ct also the rea lisations on a ccou nt of e
o f th ese service s shouldshow
be n separately.
N o te.— C ash refunds of rents realised should be show n separately m inus as
realisations In th e R eg is ter o f R e n ts o f B u ild in g s a nd La nd s, an d th u s d is tin g u ishe d
from th e g ro ss re alis ation s o f ren t.
CHAPTER X—WORKS ACCOUNTS
A.—GENERAL
The initial records upon which the accounts of works areare—
based
The Muster Roll.
The Measurement Book.
For work done by daily labour, the subordinate in charge of the
willwork
prepare a muster roll which
will show the work done by this means the andamount payable on this account. For piece-work and for
contract workgenerally, the measurement book will form the basis of account. From muster
therolls the
subordinate will prepare the labour reports
(see paragraph 94of the Central Public Works Department Code),
and from the measurement book he will check (or, if so arranged, prepare) the bills and accounts of
contractors and suppliers.
Initial accounts and vouchers connected with charges relating
workstomust invariably specify—
the full name of the work as given in the estimate,
the name of the component part (or " sub-head") of it,rate
if sepa
accounts are kept up for the several
component parts, and
the charges (if any) which are of the nature of recoverable
ments
payand the names of the contractors
or others from whom recoverable.
N o te.— In th e case of recoverab le ch arges, it sho u ld be seen p articu larly - that th e co
trac to rs o r o th ers o n w h ose be ha lf th e charg es are in cu rred do -no t g et th e b en efit
an y concessio n to w h ich th ey w ould no t b e entitled if they had them selves incurre
th e charges.

E xp en ditu re on the con stru ctio n or m a in ten a n cemoay


f a be
w odivid
rk ed broadly into tw o classes, viz., (1)
C ash and (2) S tock charge A s s.e xp laine d in C h ap ters V I a nd V II, th e se ch a rg e s a re re co rde d in th e
ca shrand stock accounts respectively.
In ad dition to th e cha rg e s fa llin g u nd er the m a in cla sse m
s, other
the re transactions
a re affecting the cost
o f a w ork. For exam ple, there mch ayarge
be s incu rre d in o th er d ivisio n s, de pa rtm e n ts or
G o vernm en ts, m a te ria
rece
ls ive d fro m th em o r se rvice s re nd ered b y the m , o r th e re m a y be ca sh
rece ipts su ch as are ta ken in re duction of expenditure in a cco rdan rules.
ce w ith the
A ll the se transa ctions pass in to the genera l accoun ts of intheth de ivisio m annne r d escrib ed in C ha p te r
X X II an d a re th en ce in corpo ra te d ge
in ne
thra
e l a ccou n ts o f G o vern m e n t. A s, h ow eve r, the un its o f
cla ssifica tio n .ad op te d in th e ge n e ra l accou n ts in re spe ct of exp e nd itu re a reof ce rta in h ea d
account and not individual estimates for works or contract accounts, it is necessary to
maintain separate accounts in sub-divisional and divisional offices for recording (1) the cost
of individual works and (2) the transactions of individual contractors. These are known as
Works Accounts.
Although the primary object of the accounts of works is to exhibit simply, but accurately, the actual
cost of work done, the rules frequently require the upkeep of separate accounts for the
several component parts of a work which are not required to attain this object. There are
two main reasons for this. In the first place it is often desirable to have details which will
satisfy the need for statistical information and for analysis of the comparative cost of
various classes of work, of types of buildings, etc. The more important reason,
however, is that in the case of the larger works, especially if the period of construction is
a prolonged one. it would not be possible for the Divisional Officer to exercise efficient
financial control over the recorded transactions of the cost of a work if only the total cost
were recorded in the accounts of the work. The Divisional Officer's personal knowledge
of the executive arrangements for the execution of a work, and of the actual progress of
work, may be supplemented by a comparison, monthly, of the cost as recorded in the
accounts with the value received in the shape of work done. This monthly comparison is
obviously impossible unless the total cost is split up into convenient parts in such a way
that, as far as possible, the cost of each distinct part may be compared with the work
done thereon.
In recording the cost of an individual work in the accounts no attempt is made to include therein
any charge on account of general services, like Establishment and Tools and Plant, the
entire cost whereof is adjusted in the general accounts under the prescribed heads of
classification. But if any service connected with the working estimate for a work is rendered
by another division, department or Government and the claim made by it includes an
authorized charge on account of such general services, such charge may be accepted
and adjusted in the accounts of the work as part of the cost of the work in the same way
as if the service had been rendered by a contractor.
Note 1.— W hen the cost of special tools and plant is included in the cost of a
work under paragraph 142, the rules in Chapter VII regarding num erical lists or
returns willapply mutatis mutandis
and adjustments on account of the cost of
tools and plant transferred to other works, divisions, departments or
Governm ents will be governed by the rules
paragraph
in 157.
Note 2.— The cost of special establishment employed on the acquisition of land
when chargeable to the accounts of the works concerned under paragraph 431
should be treated
as a part of the works expenditure.
Note 3.— Lum p sum charges of Establishm ent and Tools and Plant recoverable
from other Governm ents and Departm ents, for works executed for them as a
standing arrange
m ent, should not be included in the accounts of the works, but
dealt with under the rules in Appendix 5.
Primarily the Divisional Officer is the responsible disbursing officer of the division. Subject to
such instructions, as may be issued by the local Administration in consultation with the
Accountant General, detailing the authorities competent to prepare or examine
contractors' bills or other demands for payment, and the authorities empowered to make
payments thereon, the Divisional Officer may authorize a Sub-divisional Officer to make
payments chargeable against the general sanctions of competent authority to
expenditure on works.
B.—CASH PAYMENTS.
I.— In tro d u c to ry
Cash charges on works consist of payments (1) to labourers and members of the work-charged
establishment, of their wages and (2) to contractors and others for work done or other
services rendered. The cost of materials procured specially for works is charged to the
accounts of works by transfer credit to the “Purchases " account, but payments to
suppliers are governed by the same rules as payments to contractors for work done. The
general rules relating to cash payments and vouchers in paragraphs 67 to 74 apply to all
these classes of payments. Only special rules are, therefore, set forth in this chapter.
II.— P a y m e n ts to L a b o u re rs .
(a) DEPARTMENTAL LABOUR.
With the following exceptions, all persons engaged departmentally for the execution of works are
considered as day labourers and their wages should be drawn on Muster Rolls, Form 21,
and charged to the estimates of the works on which they are employed :—
Permanent and temporary employees of the division whose pay is charged to the head
“Establishment",
Members of the work-charged establishment as defined in paragraphs 10 to 12 of the Central
Public Works Department Code.
Discrepencies between labour reports and muster rolls should be investigated as soon as
the latter are received.
Muster rolls should be prepared in Form 21 and dealt with in accordance with the following rules:

One or more, muster rolls should be kept for each work, but muster rolls should never be
prepared in duplicate. It is permissible, however, to keep one muster roll for labourers
employed upon several small works, in cases in which the total unpaid wages may
conveniently be recorded as relating only to the largest work in the group,
Labourers may be paid more than once a month and the period covered by each payment
may be determined locally; but separate rolls must be prepared for each period of payment.
The daily attendances and absences of labourers and the fines inflicted on them should be record
daily in P art. I of the m uster roll in such a w ay as—
to facilitate the correct calculation of the net w ages of each person for the period of paym ent,
to render it difficult to tam per with or to m ake unauthorized additions to, or alterations in
entries once m ade, and
to facilitate the correct classification of the cost of labour
w orks by
and sub-heads of w orks
w here necessary.
After a m uster roll has been passed by the Sub-divisional
paym
O fficer,
ent thereon should be m ade as
expeditiously as possible. Each paym ent should be m ade or w itnessed by the official O f highe
standing available, w ho should certify to the paym ents individually or by groups, at the sam e tim
specifying, both in w ords and in figures, at the foot of the m uster roll, the total am ount paid o
each date. If any item s rem ain unpaid, the details thereof should be recorded in P art II, th
register of arrears, before the m em orandum at the foot of the m uster Vol. l is com pleted by th
person who m ade the paym ent,
U npaid item s should subsequently be carried forw ard from m uster rolltolltountil
m uster
they are
paid, the paym ents being recorded and certified to in Part II in the sam e w ay as paym ents
current item s. It is optional, how ever, w ith D ivisional O fficers to adopt any other alternativ
m ethod of m aking paym ents of unpaid w ages, provided that a system atic record of item
rem aining unpaid is m aintained on the basis of the original entries m ade in P art II of the m uste
roll under clause
(d), that a system atic record of such paym ents is m aintained and that suitable
precautions are taken to prevent double paym S ee
ents.
also paragraph 282.
W ages rem aining unpaid for three m onths should be reported to the D ivisional O fficer w ho w
decide in each case w hether
the liability as an am ount available for paym ent should to
continue
be
borne in the accounts of the work concerned as exhibited in the sub-divisional record prescribe
in clause(e).
N o te—
. F o r a c tio n to b e ta k e n o n th e c o m p le tio n o f th e w o rk , s ee p a ra g ra p h 2 76 .
In Part III of the m uster roll form should be recordedgress
the pro
of work done by the labour shown
thereon in all cases where
such w ork is susceptible of m easurem ent. If the w ork is not susceptible
of m easurem ent a rem ark to this effect should
recorded.
be
N o te .— It is n o t n e ce ss a ry to re p ro d u ce th e d e ta ils o f m ea s u re m e n t in P a rt III, n o r n
P a rt m b e w ritte n u p if p ro g re s s is re p o rte d o n ce a m o n th o r o fte n e r in an y o t
stau ib le fo rm an d su c h sep arate rep o rts are co n s id e red su ffic ie n t.
In exceptional and urgent cases, such as urgent silt-clearance of canals or closing
breaches, where labourers are employed casually for short periods, payment may be
made on a Casual Labour Roll, Form 22, in which the names of the labourers need hot
be given, but such payments may not be made except by a gazetted officer or an upper
subordinate. Nor need muster rolls in Form 21 be used in the case of work done oh
Requisition, Form 32, when the entries of daily labour are few; in such cases the
particulars can be endorsed on the form of requisition.
(b) LA B O U R E N G A G E D TH R O U G H A C O N TR A C TO R .
The payment of daily labour through a contractor, instead of by muster roll in the usual way, is
objectionable in principle. In a case of great emergency it may sometimes be found
impossible to employ labour otherwise than through a contractor. Should it be possible, in
such a case, to determine the quantities of work done after its completion or at intervals
during its progress, it is expedient to pay the contractor, at suitable rates, on the basis of
work actually executed.. But if, as in the case of urgent repair of canal breaches, this
method of payment is not practicable, it is permissible to pay the contractor on the basis
of the numbers of labourers employed, day by day, his own profit or commission being
either included in; the rates allowed or paid separately in lump sum or at a percentage
rate. When this course is adopted, a report of the numbers of labourers of each class
employed day by day should be made by the subordinate in charge of the work daily to the
Sub-divisional Officer to enable the latter to keep a check on the expenditure and to deal
with the contractor's claim when received. To avoid disputes with the contractors, they
should be encouraged to sign the daily reports in token of their acceptance as correct.
N ote.— The use of the m uster roll or the m easurem ent book (paragraph 208) is not
perm issible in such cases
.
(c) TR A V E LLIN G E X P EN S E S .
When it is necessary to bring labourers and artificers from a distance they may be allowed wages
for the number of days occupied in the journey to and from the site of the work, if they join
the "work with proper despatch. At the discretion of the Divisional Officer, bona fids
travelling expenses may also be allowed to them. The above charges must be borne by
the estimate of the work,
II.— P a y m e n ts to S u p p lie rs a n d C o n tra c to rs .
(a )R E C O R D O F M E A S U R E M E N T S .
(i) Measurement Books.
Unless in any case, the local Administration, after consultation with the Accountant General,
direct otherwise, payments for all work done*, otherwise than by daily labour and for all
supplies are made- on the basis of measurements recorded in Measurement books, Form
23, in accordance with the rules in paragraph 209. The Measurement books should,
therefore, be considered as very important account records. All the books belonging to a
division should be numbered serially and a register of them should be maintained in Form
92 in the divisional office showing the serial number of each book, the names of the sub-
divisions to which issued, the 'date of issue and the date of its return, so that its eventual
return to the divisional office may be watched..
Note.—A similar register should also be maintained in the subdivisional office
ing
show
the names of the Subdivisional Officer and Sectional officers to whom measurement
books are issued. Books no longer in use should be withdrawn promptly even though
not completely written up.
(ii) Detailed Measurements.
In recording d etailed m easure m e nts, the follow ing general
tionsinstru
shoucld b e ca refully ob se rve d :—
S ub je ct to such su bsidiary orders as m ay be la id dow n by, the lo cal A dm inistration , de t
m ea su rem en ts should be reco rded on ly by E xecutive, A ssistant E xecutive , or A ssista nt E ng in e
o r "b y executive subordinates in ch arge of w orks to w hom m e asurem e nt b oo ks h ave b ee n su pp
for the purpose.
All measurements should be neatly taken down in a measurement book, Form 23, issued for
the purpose, and nowhere else.
Each set of measurements should commence with entries stating—
In the case of bills for work done—
full name of work as given in estimate,
situation of work,
name of contractor,
number and date of his agreement,
date of written order to commence work,
date of actual completion of work and
date of measurement.
Note.—As an exception, the recording of entries (e) and (/) is not
required in the case of work done under a piece-work agreement.
In the case of bills for supply of materials—
name of supplier,
number and date of his agreement or order,
purpose of supply in one of the following forms applicable to the case :—
“Stock” (for all supplies for stock purposes),
"Purchases” for direct issue to (here enter full name of work as
given in estimate).............
“Purchases” for (here enter full name of work as given in
estimate)............... For issue to contractor..............
on...............
date of written order to commence supplies,
date of actual completion of supplies and
date of measurement,
and should end with the dated initials of the person making the measurements; see
also paragraph 198. A suitable abstract should then be prepared which should collect, in the
case of measurements for work done, the total quantities of each distinct item of work
relating to each sanctioned subhead.
Note.—As an exception, the recording of entries (d) and (c) is not
required in the case of supplies made against a piece-work agreement.
As all payments for work or supplies are based on the quantities recorded in the
measurement book, it is incumbent upon the person taking the measurements to
record the quantities clearly and accurately. He will also work out and enter in the
measurement book the figures for the “contents or area “column. If the
measurements are taken in connection with a running contract account on which
work has been previously measured, he is further responsible ( I ) that reference to
the last set of measurements is recorded and (2) that if the entire job or contract
has been completed, date of completion is duly noted in ' the prescribed place, vide
clause ( c ) above. If the measurements taken are the first set of measurements on a
running account or the first and final measurements, this fact should be suitably
noted against the entries in the measurement book and in the latter case, the
actual date of completion noted in the prescribed place.
The pages of the book should be machine numbered. Entries should be .recorded
continuously and no blank pages left or page torn out. Any pages left blank
inadvertently should be cancelled by diagonal lines, the cancellation being attested
and dated.
The entries should, if possible, be made in ink; when this is not possible and entries have
to be made in pencil, the pencil entries should not be inked over, but should be left
untouched. The entries in the “contents or area” column should, however, be made
in ink in the first instance. No entry may be erased. If a mistake is made, it should
be corrected by crossing out the incorrect words or figures and inserting the
corrections, the correction thus made being initialled and dated by the responsible
officer. When any measurements are cancelled, the cancellation must be supported
by the dated initials of the officer ordering the cancellation or by a reference to his
orders initialled by the officer who made the measurements, the reasons for
cancellation being also recorded. A reliable record is the object to be aimed at, as it
may have to be produced as evidence in a Court of Law.
Each measurement book should be provided with an index should be kept up to date.
(iii) Standard Measurements,
If standard measurement books of buildings are maintained in order to facilitate the
preparation of estimates for periodical repairs, they may be utilised for the purpose of
preparing contractors' bills for such repairs, subject to such subsidiary instructions as
may have been laid down by the local Administration in consultation with the
Accountant General for the efficient maintenance of the' books, so that it may not be
necessary to take detailed measurements on each occasion. Inter alia the following
precautions are necessary :—
The measurement books used as standard books should be numbered in an
alphabetical series, so that the numbers may be-readily distinguished from those
assigned to the ordinary books wherein detailed measurements are .recorded
whenever work is actually done.
The entries of measurements (and abstracts thereof) in the standard books should be
recorded legibly in ink, and certified as correct by a responsible officer.
An assurance should be obtained periodically of the Divisional Officer that all the standard
books of the division have been inspected by him, that the entries therein have not been
tampered with, and that all corrections due to additions and alterations, in the
buildings have been made in the books and the latter are reliable and up-to-date
records.
When a payment is based on standard measurements, the gazetted officer or
subordinate preparing the bill for payment should be required to certify that the
whole of the work (or work since previous running bill, as the case may be) as per
standard measurements has been done and that it has not previously been billed for in
any shape.
(iv) Review of Measurements.
Sub-divisional Officers should submit the measurement books in use to the divisional office
from time to time so that at least once a year the entries recorded in each book may be
subjected to a percentage check by the divisional accountant under the supervision of
the Divisional Officer. Detailed rules on this subject may be laid down by the local
Administration who will also prescribe the procedure for a system of test check of
recorded/, measurements by the superior officers of the department.
(b) BILLS AND VOUCHERS.
(i) Forms of Bills and Vouchers.
The authorized forms of bills and vouchers are the following: —
First and Final Bill, Form 24.
Running Account Bill A, Form 25.
Running Account Bill B, Form 26.
Running Account Bill C, Form 27.
Hand Receipts, Form 28.
The use of the forms is explained in the following paragraphs and a few explanatory foot
notes are printed on the forms.
First and Final Bill, Form 24.—This form should be used for making payments both to
contractors for work and to suppliers, when a single payment is made for a job or
contract, i.e., on its completion. A single form may be used for making payments to
several payees, if they relate to the same work (or to the same head of account in
the case of supplies) and are billed for at the same time.
Running Account Bill A, Form 25.—This form is intended for contractors for work only. It
should be used (1) if it is proposed to make an advance payment, or (2) if an on
account payment is to be made but art advance payment already made for the same
work is outstanding.
This form is not to be used if a secured advance is to be made or if such an advance
is already outstanding against the contractor in respect of the same work.
Running Account Bill B, Form 26.—This form is also intended for contractors for work only. It
should be used in all cases, in which secured advances are to be made or are already
outstanding, in respect of the same-work, against the contractor. When this form is
used it should also be utilised for making on account and advance payments, if any,
in respect of the work.
Running Account Bill C, Form 27.—This form is used both for contractors for work and for
suppliers. It is intended to be used for contractors for work when only on account
payments are made. It is not to-be used if a secured advance or an advance payment
is to be made or if such an advance or advance payment in respect of the work is
outstanding against the contractor.
Form 27 is the only form of Running Account bills which is suited for transactions with suppliers.
Form 26 is the only form which provides completely for all classes of running account
transactions with contractors for work. If a secured advance is not outstanding, and if it
is not proposed to make such an advance, the simpler Form 25 will serve the purpose.
Similarly, if no advance payment is outstanding and if it is not proposed to make such a
payment the still simpler Form 27 can be used. The form to be used on each occasion
should be the one most suitable for the correct exhibition, of the state of the
contractor's running account both before and after the transaction, regardless of the
form or forms which may have been used for any previous payment or advance. See
also paragraphs 225 and 226.
Hand Receipt, Form 28.—This is a simple form of voucher intended to be used for all
miscellaneous payments and advances, for which none of the special forms 24, 25, 26
and 27 is suitable.
Account of Petty Contractors..—As a general rule, payments to petty contractors should
be made on the ordinary bill forms prescribed in paragraph 212. If to suit local
convenience in any particular case, a consolidated monthly account of all petty
contractors employed on the same work or section of work is prepared in preference to a
separate bill for each payee, the account may be drawn up in such form and according
to such method as may be prescribed by the local Administration in consultation with
the Accountant General.
(ii) Preparation, Examination and Payment of Bills.
Before the bill of a contractor is prepared, the entries in the measurement hook relating to the
description and quantities of work or supplies should be scruitinised by the Sub-
divisional Officer and the calculations of "Contents or area" should be checked
arithmetically under his supervision. The bill should then be prepared, from the
measurement entries, in one of the forms prescribed in paragraphs 212 to 219
applicable to the case. The rates allowed should be entered by the Sub-divisional
Officer, either in the abstract of measurements, vide paragraph 209 (c), or in the bill
itself. Full rates as
per agreement, catalogue, indent or other order should be allowed only if the quality of
work done or supplies made is up to the stipulated specification. When the work or
supplies fall short of that standard, and under the agreement it is permissible to
make a final payment if the contract is determined, or an on account payment if the
contract is to run on, only such a fraction of the full rate should be allowed as is
considered reasonable, with due regard to the work remaining to be done and the
general terms of the agreement. ,
Note I.—If the contract agreement does not specify the rates to be paid for the
several classes of work or supply, but merely states that the estimated rates,
or a certain percentage below or above them, w ill be allowed, it should be
seen that the standard rates adopted are those of the sanctioned estimate
which was in force at the time the agreement was cuted,
exe or, if the
agreement was preceded by a tender, on the date the tender was signed by
the contractor. Subsequent sanctions to original or revised estimates have no
effect on the terms of such an agreement. If no sanctioned estimate is in
existence at the time of
s i g n in gthe agreement or the tender, as the case may
be, the rates payable for each item of work should be specified, a n yas
reference to an estimate not yet sanctioned is meaning less a n d cannot be
acted upon.
Note 2.—As a general rule, payment for supplies is not permissible
u n ti l the
stores have been received a n d surveyed. If ina n y case the local
Administration has permitted payment on production of a Railway receipt, the
paymentw ill be treated as an .advance against final settlement on receipt of
the stores.
Note 3.—By a general or special order in writing, the Subdivisions! Officer may
permit an executive subordinate, who has already been authorised to record
measurements,p aragraph 209 (a) to enter, in the abstract of measurements or
directly in the bill itself, the rates at which he recommends the payment for
work done to be made, provided—
that the use of this permission is confined to those works in charge of the
s u bordinate himself the contract rates for which have already been
approved bya competenta u th o r i ty;
that no increase in an authorised rate is suggested without the prior
sanction in writing of the competent authority :
that when the authorised rate has not been fully earned, a suitable
reduction is made therein and the reasons thereof are recorded
briefly for the consideration of the Subdivisional Officer ; and
that it is made widely known to contractors that all entries of rates
made by --subordinates in the abstracts of measurements and
bills are subject to the approval of the proper disbursing officer.
Before signing the bill, the Sub-divisional Officer should compare the quantities in the bill with
those recorded in the measurement book and see that all the rates are correctly
entered and that all calculations have been checked arithmetically. When the bill is on a
running account, it should be compared with the previous bill. Memorandum of
Payments should then be made up any recoveries which should be made on account
of the work or supply or on other accounts, being shown therein. If the Sub-divisional
Officer is empowered to pay the bill, he should then record a formal pay order
specifying, both in words and figures, only the net amount payable, though the payee
should be required to acknowledge in his acquittance the gross amount payable
inclusive of the recoveries made from the bill.
Note 1.—In calculating the value of each item of work the nearest anna
should be taken, pies one to five being ignored, and pies six to eleven
taken as one anna; but pies must not be omitted from the rates.
Note 2.—Subject to such special orders as may be issued by
Government in this behalf, whenever fractions of a rupee occur in the
totals of contractors' bills, or in the case of supplies or works chargeable
to more than one estimate. in the totals chargeable to each estimate,
fractions less than half may be disregarded, and half a rupee and over
taken as a rupee.
Note 3.—If the contract is for the completed items of work and, under the
provisions of paragraph 238, the contractor is required to obtain
materials of any description from Government, it should be seen that this
condition is being complied with and that necessary recoveries of the
cost of the materials supplied to him, are being made in accordance with
paragraph 243. In such a case it is not permissible for the contractor to
obtain the materials otherwise, unless, in a case of emergency, the supply
has been entrusted by the Divisional Officer, for recorded reasons, to the
contractor himself, at suitable rates.
Note 4.—Before signing a first and final bill, or the first bill on a running
account, the Subdivisional Officer should see that the relevant
measurement entries were marked as pertaining to such bills by the
person taking the measurements, vide paragraph 209 (d).
If the Sub-divisional Officer is not empowered to make the payment, the bill should be
submitted (with or without the measurement book-as may be prescribed) to the
divisional office where the payment will be authorised by the Divisional Officer after the
necessary scrutiny. See also paragraph 202.
From the measurement book all quantities should be clearly traceable into the documents
on which payments are made. When a bill is prepared for the work or supplies
measured every page containing the detailed measurements must be invariably scored
out by a diagonal red ink line and when the payment is made an endorsement must be
made, in red ink, on the abstract of measurements, giving a reference to the number
and date of the voucher of payment.
Note.—The document on which payment is made should invariably show, in
the space provided for the purpose, the number and page of the
measurement book in which the detailed measurements are recorded
and the date on which the measurement was made.

Payments for work done or supplies made on a running account should ordinarily be
made monthly. Both the "quantities" and “amount" of each distinct item of work or
supply should be shown separately in the bill, except in the case of advance payments
when quantities need not be specified.
Such payments should be treated as payments on account, subject to adjustment in the
final bill which should be drawn in the appropriate form but printed on yellow paper,
when the work or supply is completed or the running account is to be closed for other
reasons. When a final payment is made on a running account, the payee, if he is able
to write, should add in his own handwriting that the payment is" in full settlement of all
demands", If the payee is illiterate, or is unable to write beyond signing his name these
words should be filled in by the officer making the payment.
Note 1.—The addition of the words "in full settlement of all demands"
does nor preclude the disbursing officer from entertaining a further bona
fide claim which may have been omitted from the final bill by mistake or
through inadvertence. If, despite this explanation, the contractor objects to
the addition of the words in question, the payment should be tendered
unconditionally (vide Section 38 of the Contract Act, 1872).
Note 2.—A form printed on yellow paper is never to be used except for final
payments.
A separate running account is maintained in respect of each contract. Transactions
relating to two or more separate working estimates should not be brought on to the
same running account; they should, therefore, not be covered by a single contract.
Transactions relating to two or more separate parts of the same working estimate, for
which separate works abstract are prepared under paragraph 262, should also
appear in separate running accounts.
Note.—In exceptional cases where more than one working estimate is
covered by a single contract, the contract agreement need not be split up
but the estimates should be consolidated to facilitate the maintenance of
proper accounts in respect of that contract. If this procedure cannot be
observed, some special accounts procedure will be devised on the-merits
of each case by the Accountant General concerned. No consolidation of
estimates or special accounts procedure is necessary where separate
estimates covered by the single contract relate to different account heads
or where separate estimates whether relating to different account heads
or not, are covered by a single running rate contract as in the case of the
painting of roads, etc., and where separate agreements are drawn on the
basis of such rate contracts with other details varied to suit the
requirements of each job.

If the system of making advance payments to contractors for work has been adopted
.certificate 2 printed on Running Account Bill A or B, as the case may be, must be
signed by the Sub-divisional or Divisional Officer, and the lump sum amount paid on
account of each item should be specified against it in Part I of the bill. If a secured
advance has been previously allowed to a contractor on the security of any materials
and such materials have been used in the construction of an item, the amount of the
advance payment for that item should not exceed a sum equivalent to the value of
work done less the proportionate amount of secured advance ultimately recoverable on
account of the materials used.
Actual measurements should, however, be taken at the earliest opportunity, and when
this has been done, the lump sum payments previously made on account of the times
of work concerned should first be adjusted in full, so that the contractor may not be
paid twice over in respect of the same quantities of work. Delays in adjusting advance
payments should be investigated (vide paragraph 278) and adjustments made
otherwise than by crediting the value of work actually measured, should be especially
looked into as being prima facie indicative of overpayment in the first instance.
When secured advances are allowed by the Divisional Officer under paragraph 228 (a) to a
contractor whose contract is for finished work, it should be seen that an Indenture in
Form 31 has been signed by the contractor, and a detailed account of the advances
must be kept in Part II of Running Account Bill B. There should be separate entries, in
respect of each class of materials, of the quantities brought to site by the contractor
and the amounts advanced under the orders of the Divisional Officer, These
advances must be recovered by deduction from the contractor's bills for work done as
the materials are used in construction and the items of work in which they are used
are billed for on the basis of actual measurements. Parts I and II of the bill should be
compared to see that this order is "being complied with. As recoveries are made, the
outstanding amounts of the items concerned in Part II should be reduced by making
deduction entries in the column, “Deduct—Quantity utilised in work measured since
previous bill", equivalent to the quantities of the materials used by the contractor on
items of work shown as executed in Part I of the bill.
Note.—No record should be kept in Measurement Books of the quantities
of the materials, but certificate 3 printed on the bill should be signed by the
Subdivisional or Divisional Officer in terms of paragraph 228 (a).
(c) Aid to Contractors.
It is necessary sometimes, in the interest of work, to engage labourers or contractors or to
incur other liabilities on behalf of the contractor concerned, with a view to complete
work which he has neglected or failed to complete. In such a case it is permissible to
spend Government funds on behalf of the contractor in accordance with the terms of his
agreement. Otherwise, no advance or recoverable payment should be made to or on
behalf of, a contractor nor should financial aid be given to him in any form, except in
accordance with paragraphs 228 and 229.
Note 1.— For rules relating to the issue of m aterials to contractors see paragraphs
238 and239.
Note 2.— W ith a view to avoid subsequent' disputes w ith the contractor, suitable
intim ation should be sent to him (1) as soon as action is taken under this
paragraph, and (2)
subsequently, as charges are incurred on his account.
(d) Advances to Contractors.
Advances to contractors are as a rule prohibited, and every endeavour should be made to
maintain a system under which no payments are made except for work actually done.
Exceptions are, however, permitted in the following cases:—
Cases in which a contractor, whose contract if for finished work, requires an advance
on the security of materials brought to site. Divisional Officers may, in such cases,
sanction advances up to an amount not exceeding 75 per cent, of the value (as
assessed by themselves) of such materials, provided that they are of an imperishable
nature and that a formal agreement is drawn up with the contractor under which
Government secures a lien on the materials and is safeguarded against losses due to
the contractor postponing, the execution of the work or to the shortage or misuse of
the materials, and against the expense entailed for their proper watch and safe
custody. Payment of such advances should be made only on the certificate of an
officer, not below the rank of Sub-divisional Officer, that the quantities of materials
upon which the advances are made have actually been brought to site, that the
contractor has not previously received any advance on that security and that the
materials are all required by the contractor for use on items of work for which rates
for finished work have been agreed upon. The officer granting such a certificate will be
held personally responsible for any overpayment which may occur in consequence.
Recoveries of advances so made should not be postponed until the whole of the work
entrusted to the contractor is completed. They should be made from his bills for work
done as the materials are used, the necessary deductions being made whenever the
items of work in which they are used are billed for.
Cases in which, in the interest of works, it is absolutely necessary to make petty advances.
In such cases advances up to Rs. 50 may be allowed by subordinates.
In all other cases only with the sanction of Government which may, in exceptional
circumstances, authorise such advances as may be deemed indispensable, taking
the necessary precautions for securing Government against loss and for preventing
the system from becoming general or containing longer than is absolutely essential.
An advance payment [see paragraph 4 (3)] for work actually executed may be made on the
certificate of a responsible officer (not below the rank of Sub-divisional Officer) to the
effect that not less than the quantity of work paid for has actually been done,
and the officer granting such a certificate will be held personally responsible for any
overpayment which may occur on the work in consequence. Final payments may,
however, in no case be made without detailed measurements. .......
IV .— P a y m e n ts to W o rk -c h a rg ed E sta b lish m e n t.
(a) Conditions of Employment.
Rules for the entertainment of work-charged establishment are laid down in paragraphs 10 to
12 of the Central Public Works Department Code. Subject to such general or special
orders as may be issued by Government, previous sanction of the Divisional Officer or
the Superintending Engineer, as the case may be, is necessary which should specify
in, respect of each appointment (1) the consolidated rate of pay, (2) the period of
sanction and (3) the full name (as given in the estimate) of the work and the nature of
the duties or, which the man engaged would be employed.
Members of the work-charged establishment are not entitled to any pension, or to leave
salary or travelling or other allowances except in the following cases :—
Wound and other Extra-ordinary Pensions and Gratuities are in certain cases admissible
in accordance with the rules in Part VI of the Civil Service Regulations.
Leave with full pay on Sundays and gazetted holidays may be allowed at the discretion
of the Divisional Officer.
Actual travelling expenses may be allowed by the Divisional Officer for journeys
performed (1) within the jurisdiction of his Government or to and from a district or
Foreign State or Settlement adjoining his division and (2) in the interest of the work on
which the men are employed.
Grain Compensation Allowance is admissible under the Supplementary Rules to men who
are drawing rates of pay which have been fixed with reference to normal circumstances.
Note 1. — This rule is not intended to interfere with the discretion of the Sub-
divisional Officer to grant short casual leave on full pay or on reduced wages
subject to such general rules regarding the grant of casual leave to
ordinary establishments as may be prescribed by Government.
Note 2. — This rule does not apply to members of the temporary
establishment whose pay is charged to works under paragraph 10 of the
Central Public Works Department Code, The leave salaries, travelling and
other allowances of such establishment are regulated by the rules applicable
to temporary establishments.
(b) Pay Bills.
Wages of members of the work-charged establishment should be drawn and paid on Form
29, " Pay Bill of Work-charged Establishment", which is a combined pay bill and
acquittance roll form. A consolidated bill in this form should be prepared monthly either
for the whole sub-division or for one or more sections of it, as may be convenient ; but
the names and claims of the entire establishment concerned, including absentees,
should be shown in each bill. Names should be grouped in the bill by works on which the
men are employed, sanction to the entertainment of the establishment should be
quoted in each case, and the Subdivisional Officer should certify, in the space provided
for the purpose, that the men were on duty during the periods shown against their
names, each man being employed on the work and on the duties for which his
appointment was sanctioned.
Note 1.—Deductions on account of fines, income-tax, etc., should be shown by
special entries against the names concerned.
Note 2.—If the acknowledgment of an individual cannot conveniently be
obtained on the bill itself, it may be obtained separately on a Hand Receipt,
Form 28, which should then be attached to the bill as a sub-voucher.

Pay bills may be signed at any time on the last working day of the calendar month in which
the wages are earned, though they are not due for payment before the first working day of
the following month. When however, the services of an individual are dispensed with it is
permissible and .advisable to settle up his account at once.
(c ) U n p a id W ag e s .
Wages remaining unpaid on a passed bill, on the date fixed for the closing of the accounts of the
month, may be paid subsequently when claimed, the procedure described below being
observed :—
Items remaining unpaid on the monthly bill should be entered in a simple register, full
particulars of the charge, including reference to the bill, being noted in the register.
Subsequent payments should be made on Hand Receipts, Form 28, reference to the bill in
which the charge was originally included, and to the "particular item thereof, being
quoted in each case.
When making payments of arrears suitable notes of payment should be so recorded against
the original entries in the register, as to guard against second payment.
(d) Travelling Expenses.
No bills need be prepared in support of claims for travelling expenses. Payments should be
made on Hand Receipts, Form 28, which should set forth all the necessary particulars of
the journey performed and of the expenses claimed and should be countersigned by the
Divisional Officer prior to payment.
(e) Classification of Charge.
Every payment made to a member of the work-charged establishment, whether on account of
his wages or in recoupment of actual travelling expenses, should be debited to the work
on which he is employed.
C.—ISSUES OF MATERIALS
I.— G e n e r a l
Issues of materials to works, whether from stock or by purchase, transfer or manufacture, are
divided into two classes :—
Issues to Contractors.—Issues of materials to contractors with whom agreements in respect
of completed items of works, i.e., for both labour and materials, have been entered into.
Issues Direct to Works.—Issues of materials when work is done (departmentally or by
contractors whose agreements are for ' labour only.
II.--To Contractors.
(a) General conditions.

The issue of materials to contractors who have contracted for completed items of work is
generally permissible only in the following circumstances :—
when, under the operation of paragraph 89 (d) (6) of the Central Public Works
Department Code, it is necessary to retain in the hands of Government the supply of
imported materials,
when, in the interest of work, or with the object of utilising existing stocks of
materials, it is desirable to retain in the hands of Government the supply of certain
other materials as well, and a condition to this effect has been inserted in the
contract.
In both cases the contract should specify (1) the materials to be supplied by Government
for use of the work, (2) the place or places of delivery and (3) the rates, including the
storage rates when the materials are to be issued from stock, to be charged to the
contractor for each description of material; and the contractor should be held responsible for
obtaining from Government all such materials required for the work and for making
payment therefor, by deduction from his bills; at the rates specified, regardless of
fluctuations in the market rates or in the stock rates of the division.
Note 1.—The rates, including the storage rates when the materials are to be
issued from stock, to be charged to the contractor for materials to be
supplied should be definitely specified, vague quotations, e.g., "at Stock
rates", being avoided; and if intending contractors had been told that the
materials would be supplied at a certain rate and asked to tender on that
assumption then that rate should be adhered to in the contract.
Note 2.—Similarly, the rates to be allowed to the contractor for items of work
should be definitely stated. But, if for any special reason, the contract
provides for the payments for work done to be made at a specified
percentage below or above the rates entered in the sanctioned estimate of
the work (or the Schedule of Rates), it should be stated in clear terms in the
contract that the deductions or additions, as the case may be, of the
percentage, will be calculated on the gross, and not the net, amounts of the
bills for work done, and in fixing the percentage it should be borne in mind
that the calculations will be so made. (
No carriage or incidental charges are borne by Government for moving the materials
beyond the place where the contractor has agreed to take delivery thereof.

As a general rule, no other materials should be supplied to such contractors for use on works,
but this restriction may be waived by the Sub-divisional Officer in respect of petty
issues (at full Issue Rates) of materials from existing stocks, not exceeding Rs. 50 in any
month for any one contract.
If at any time subsequent to the execution of a contract on a through rate basis, the contractor
desires the issue to him, for use on a work, of materials which exist in Government
stocks but the supply whereof by Government was not provided for in the contract, the
materials should not be issued except with the express authority of the Divisional Officer
who should specify in each case the rate to be charged for the materials inclusive of
delivery at the place where they are stored. The rate charged should be the market
rate prevailing at the time of the supply or the Issue Rate, which ever may be greater,
and should include the storage charges. No carriage or incidental charges should be
borne by Government in connection with the supply.
Note.—The intention of this rule is to prohibit the supply of materials to
contractors with the object of giving them financial aid, the grant of which
is governed by the rules in paragraphs 227 et seq.
Issues of stock materials to contractors for bonafide use on works are exempt from the usual
charge of 10 per cent, on account of supervision, storage and contingencies, which is
made when stock materials are sold to the public (paragraph 127 of the Central Public
Works Department Code).
(b) Accounts Procedure.
All materials required for issue to a contractor under any of the provisions of paragraphs 238 and
239, should be made over to him as soon as they are received, whether from stock or by
purchase, manufacture or transfer, and an unstamped, but dated, acknowledgement,
detailing full particulars of the materials including the rates and values chargeable to him
should at once be taken from the contractor.
When the materials are obtained by purchase, full details of the articles received should at once
be entered in a measurement book, Form 23, in the manner prescribed in paragraph 209
(c). Seealso paragraphs 104and 105.
On the authority of the contractor's, acknowledgment, the cost recoverable from him under
paragraph 238 or 239, as the case may be, should be debited at once to his personal
account by charge to the suspense head " Contractors—Other transactions" (vide
paragraph 270) in the accounts of the work concerned. This adjustment should be
effected by affording credit to the head concerned, as indicated below:—
Source of receipt of materials. Head of Account Value to be credited.
to be credited

(1) Stock (including manufacture) Stock At Issue rates.

(2) Transfer from another work Work concerned. At a valuation made under
paragraph 251 (d).

(3) Transfer from another division Purchases At rates charged by the division,
department or Government. department or Government
concerned.

(4) Suppliers Purchases At rates payable to the suppliers


under their contracts.

(5) Obtained through the .High Com London Stores The English cost of stores
missioner for Pakistan in the U. K. converted in to Pakistan
currency in the manner la id d o w n
in p a ra g ra p363
h

(6) Charges in Pakistan on (5) Head concerned Actual .charges incurred,


vide
paragraphs365 and366.

|f the amount thus credited differs from the charge made to the contractors' account, the
excess of the former over the latter, should be treated as additional final outlay (plus or minus as
the case may be) on the work, a separate subhead, entitled" Additional Charges for Materials
issued to Contractors", being opened for the purpose in the accounts of Major Estimates.
Note 1.—The object of these rules is to ensure that the full amount
recoverable from the contractor is debited to his account as soon as the
materials are delivered, so that (1) he may not receive payment, at full rates,
for the completed items of work prior to the value of the Government
materials used by him therein, being charged to his account, or (2) his final
bill for the work done may not be settled before the full value of materials
recoverable from him has been debited to his account.
Note 2.—Issues from Stock (including Manufacture) should be accounted for
through the Stock returns. For other issues, a special transfer entry
should be prepared by the Subdivisional Officer in Form 53 as soon as each
transaction takes place.
The recovery from a contractor on account of the cost of materials issued to him for use on a
works should ordinarily be made by deduction from the first bill authorising an advance
payment or an on account payment to him for the work. Should, however, a lump sum
recovery be undesirable in any case, the Divisional Officer may permit, for recorded
reasons, the recovery to be effected gradually as the materials issued to the contractor
are actually used in construction and the items of work in which they are used are paid
for whether by an advance payment or by an on account payment.
As the issue of materials to contractors under the foregoing rules is permissible solely for the
bona fide requirements of Government works, Subdivisional Officers should make such
arrangements as may be deemed suitable for limiting the total issues to a contractor in
connection with a particular work, to the reasonable needs of that work. This
precaution is particularly necessary when the rates at which any materials are issued under
paragraph 238 are lower than the prevailing market rates, or the latter are expected to
rise appreciably. In such cases if the transactions are of any importance, the use of Form
35 (without values) is recommended for watching that the aggregate of the quantities of
any or all materials issued to a contractor, from time to time, for use on a work,
remains within the estimated requirements of his contract.
(c) Return of surplus materials.
Government does not undertake to take over from contractors, whether before or after the
completion or determination of contracts, surplus materials which were originally procured
by the contractors for themselves or were issued to them and charged to their accounts
under paragraph 240. Such materials are the property of the contractors and can be taken
over by Government, if required, for use on other works in progress, only by special
arrangements and at the prevailing market rates. If the materials were originally
supplied by Government the price allowed to the contractor on re-acquisition should not
exceed the amount charged to the contractor, excluding the storage charges, if any.
Note.—Contractors are, however, not at liberty to remove from site of works
without the written permission of the Divisional Officer materials which have
been issued to them for use on a work, and a stipulation to this effect should
ordinarily be entered in their agreement
(d) Tools and Plant lent for use.
The rules in paragraphs 238 to 245 do not apply to tools and plant. Articles borne on the Tools
and Plant account of the division may, in accordance with any local rules on the subject
be lent temporarily to contractors for use on Government works being executed or
maintained by them. See also paragraphs 144 and 147.
III.—Direct to Works
(a) Detailed accounts of materials issued.

In all cases material issued direct to a work should, as soon as received, be brought to
account as indicated below :—

S ource of receipt m
ofaterials. Head of Value to be credited. Mode of effecting
Account to be adjustment of cost.
credited.

(1) Stock (including Stock At Issue rates Through S tock


Manufacture). accounts at the end
of the month

(2) Transfer from an- other Work At a valuation under, By a special transfer
work. concerned. paragraph 251(d). entry in Form 53
prepared as soon as
the materials are
received.

(3) Transfer from another Purchases At rates charged by


division, department of Ditto,the division,
Ditto,
Government. departm ent or
Government concerned.

(4) Suppliers Purchases At rates payable to the


suppliers under their Ditto,
contracts.

(5) Obtained through1 the London The English cost,vide


High Commissioner for Stores paragraphs 363et. seq Ditto,
Pakistan in the U. K.

(6) Charges in Pakistan, on Head Actual charges incurred Through cash account
(5). concerned vide paragraphs 365 and or transfer entry as
366. the case m ay be.

The full value credited to the head concerned should be debited to the work
(paragraph 248).
In the case of materials received direct from suppliers full details of the articles received
should at the same time be entered in a measurement book, Form 23, with the full
name of the work as entered in the estimate, vide paragraph 209 (c).

When materials are issued direct to a work their cost is either treated as a final charge or
debited to the suspense head “Materials " in the accounts of the work, as prescribed in
paragraphs 264 and 265.
When the suspense head “Materials” is operated on, a detailed account of all materials
issued to, or returned from, the work should be kept in Form 35, “Detailed Statement of
Materials ", so that the total issues of each kind of materials may be watched with
reference to the estimated requirements.
When the cost of materials issued to a minor estimate is adjusted at once as a final charge
(paragraph 269), no detailed account in Form 35 is necessary. The Subdivisional Officer
should make his own arrangements for exercising detailed control over transactions relating
to materials, and for verifying the unused materials in the event of the charge of the work
passing from one officer or subordinate to another.
In the Detailed Statement of Materials, Form 35, only principal materials need be detailed. Both
quantities and values or such items should be shown except in respect of carriage and
incidental changes for which values only should be shown. All the minor items may be
lumped together under the heading “petty items ", for which only values should be shown.
Note 1.—As the Detailed Statement of Materials is prescribed primarily to
enable the Divisional Officer to exercise detailed financial control over
transactions relating to materials, the decision as to which materials may
be lumped under the heading "petty items is left entirely to his discretion.
For instance, materials of any kind may be classed as "petty items" not only
when the amounts involved are small but also if the work for which they are
required is of such a nature that a detailed control over the quantities of
materials, in addition to the control over their values, is not considered
necessary.
Note 2.—Carriage and incidental charges debitable to the work should be
added to the cost of the materials concerned in Form 35.
Form 35 shows separately for each kind of m aterials
(1) the estim ated requirements,
(2) the net
issues of each month to the work and (3) the net issues thereto to end of each month.
Estimated requirementsshould be duly corrected whenever a revision of the original estimate
rendersit necessary. The m onth's transactions should be posted as follows :—
I. Issues to the work—(a) Issues from stock should be posted in lump from the
monthly Abstract of Stock Issues, Form 10, (b)
andpurchases from suppliers and
transfers of materials from other works, divisions, departments or Governments
should be posted in detail from the vouchers and special transfer (vide
entries
paragraph 247) concerned, at the same time as the ponding
corres postings in the
W orks Abstract (Form 33 or 34) made.
are
II. Issues from the work—
(a) Materials returned to stock should be posted in lump
from the monthly Abstract of Stock Receipts, Form 9,(b)and
sales, writes-off and
transfers elsewhere should
be posted in detail from the vouchers concerned, at the
same timeas the corresponding entries in the W orks Abstract (Form 33 or 34) are
made.
Issues from the work should be posted as minus entries.
(b) Disposal of Surplus Materials.

Materials issued to works in excess of requirements may be transferred to stock


provided that they are serviceable and certain to be required.
All surplus materials at site of works which have been completed or stopped or on which
outlay has been prohibited for any considerable length of time, should, if likely to be of
use on other works within a reasonable time, be transferred to works in progress or
brought on to the Stock account, their value being credited to the work to which they
were originally issued and debited to the work to which they are transferred or to the
Stock account, as the case may be.
No credit should be allowed to a work on account of surplus materials if they are
unlikely to be of any use within a reasonable tune; but a list of the materials 5&ould be
maintained in the subdivisional and divisional offices as a supplement to the half-yearly
stock 'returns, unless the Superintending Engineer considers this unnecessary.
Materials returned to store or transferred to other works should be priced within current
market rates, any resultant loss being borne by the work to which they were originally
issue.
Note.—These rules do not apply to surplus materials which were originally
procured by contractors for themselves or were issued to them and
charged off to their accounts under paragraph 240. See paragraph 245.
(c) Verification of unused Balances.
Unused balances of materials charged direct to works should be verified at least once a year in
the manner prescribed in paragraph 131 of the Central Public Works Department Code.
Whenever this verification is made, a report of verification of the materials should be
prepared by the Subdivisional Officer in Form 37 and submitted to the divisional office.
The following instructions should be observed in preparing the report :—
As no continuous account is maintained of the materials actually used in construction, it is
necessary first to calculate the quantities of principal items probably used. This should
be done in the detailed statement at the top of the form, on the basis of the “progress “of
work done on each sub-head, such authorised formulae being adopted as may be in
general use locally.
Deducting these quantities from the total quantities of the materials issued to the work as
per Form 35, the paper balances of the unused materials should next be arrived at and set
forth against line C.
The actual balances should be entered against line D, and the differences between the
actual and paper balances should be set forth against line E. These differences should
be priced at the actual rate of cost which should be deduced from the total value and
quantity recorded in the Detailed Statement of Materials, Form 35. "
The report should then be completed by recording against line F remarks explaining action
taken (1) to adjust the differences as per line E and (2) if the work has been completed, to
dispose of the surplus balances as per line D, and by signing the printed certificates
applicable to the case and scoring out the others.
The differences as per line E may be due to (i) the adoption of formulae for determining the
actual consumption, (ii) unreasonable wastage, or (iii) shortage in some other form. All
these differences should be investigated and dealt with in accordance with paragraph 289
(b), (c) and (d).
A similar verification of the unused balances of materials must invariably be made on the
completion of a work, but on or before the completion of a work, when no more materials are
required for use in construction, steps should first be taken to dispose of all surplus
materials by transfer or sale, so that (1) the accounts of the work may promptly receive
such credits as may be admissible under paragraph 251, (2) the balance at debit of the
suspense head " Materials "may, as far as possible, represent the net cost of the
materials actually used in construction, and (3) the surplus balances awaiting clearance
may be reduced to a minimum.
The report in Form 37 should in this case set forth both quantities and values throughout.
If the Gazetted officer or subordinate in direct charge of a work, the accounts of which are kept by
sub-heads, is transferred before the accounts of it are closed, the unused materials at
site of the work should be verified by the relieving officer in company with the relieved
officer and the report prescribed in paragraph 252 should be prepared by the Subdivisional
Officer and submitted to the divisional office.
A report is required annually of the value of materials at site of all works the accounts of which
were open on the last day of the official year. This report should be prepared in Form 37
and submitted to the divisional office in the manner described in paragraph 253, as On
completion of work, but it is not necessary that the balances should be verified at the
close of the year if—
the work has been under construction for not more than three months,
the accounts of the works are expected to be closed within three months, or
the balances were verified at any time during the year.
When the balances are not verified at the close of the year the figures against line C,
“Paper balances of unused materials ", of the report should be assumed to be the value of the
materials at site, and lines D and E should be left blank.
Reports of Verification of materials in Form 37, prepared under paragraphs 252 to 255,
should be dealt with in the divisional office in the manner described below :—
A register of Clearance of Materials Account should be maintained in Form 38. A separate
folio of the register should be reserved for each work for which a materials account is
kept, and for facility of reference, the register should 'be supplied with an index.
Each Report of Verification in Form 37 should be entered in Part I of Form 38 as soon
as received.
If any items of shortage or loss reported in line E of an intermediate report in Form 37,
prepared under paragraphs 252, 254 or 255, are ordered to be charged to the sub-
head Contingencies of the estimate, or to the personal ledger account of a contractor,
or to Miscellaneous P. W. Advances, for recovery from any official or to the account of
another work, the adjustment should be forthwith effected by a transfer entry, so that the
total cost of the materials to the work may at once be corrected.
But if any such shortage or loss is ordered to be written of by debit to a final sub-head of
the estimate, other than Contingencies, or if there is a surplus and it is to be credited to
one or more final sub-heads of the estimate, the consequent adjustments should merely
be registered in Part III of Form 38. Such adjustments leave the total cost of materials
unaffected, and can, therefore be made only by inclusion in the final transfer entry
which is made, on the completion of a work, under paragraph 289.
As every Report of Verification prepared under -paragraphs 252 to 255 deals with the
progressive figures of the cost of materials, line E brings out up to date outstanding
differences and not merely differences since last verification. This should be borne in
mind when registering differences referred to in clause (V) above, so that adjustments
once registered in Part III of Form 38 may not be registered again.
Action taken on intermediate reports, in Form 37, should be recorded on the reports
themselves, but when each such report is finally disposed of, the fact should be
recorded in Part I of Form 38 and the entry attested by the Divisional Accountant's
initials.
Final reports in Form 37, prepared under paragraph 253, should, however, be registered in
Part I of Form 38 as disposed of as soon as orders on the closing balances and the
items of difference, as per lines D and E of the report, have been passed by the
Divisional Officer. These balances and items should then be transferred to Parts II and
III of Form 38, where their clearance will be watched in the manner described in
paragraph 289.
D.—ADJOSTMENTS
In addition to cash payments and issues of materials there are other transactions relating to
the accounts of works, which are of the nature of adjustments usually recorded in the
Transfer Entry Book of the divisional office. The detailed rules governing such
transactions are given in Chapter VIII.
E.—WORKS ABSTRACTS
I.— In tro d u c to ry
An account of all the transactions relating to a work during a month, whether in respect of
cash, stock or other charges, should be prepared by the Subdivisional Officer in one of
the works Abstract form. In the case of Major Estimates a separate account should
be maintained for each sub-head estimated to cost not less than Rs. 2,000, and in
the absence of orders of the Divisional Officer to the contrary the remaining sub-
heads should be lumped together. For such works and for those Minor Estimates the
accounts of which the Superintending Engineer or other sanctioning authority may
desire to be kept by sub-heads, the detailed form of Works Abstract A, Form 33,
should be used. For other Minor Estimates the simpler form of Works Abstract B, Form
34, should be used in which the account of the final outlay is not kept by sub-heads.
The estimate, account and completion certificate of petty works are ordinarily
prepared on a single form, Petty Works Requisition and Account Form 32, and separate
Works Abstracts are not necessary. But when the accounts of the work involve transactions
which cannot be suitably recorded in Part IV of Form 32 (e.g., Advance Payments, Secured
Advances or Other Transactions of Contractors) the accounts should be kept on the simple form
of Works Abstract, Form 34.
N ote 1.— P ercentage ch arg es on acco unt o f E stab lish m en t, To ols and P lant, an
A ccount and A udit, levied on w orks expenditu re, under R ule 4, of A ppendix 5, shoul
not be show n in W orks A bstracts and R egisters of W orks, though they are eventually
included in the cost of w orks,
videN ote 2 below paragraph 515.
N o te 2.— T he S up erin te nd in g E n gine er m ay disp en se w ith th e m a in ten an ce
acco u n ts b y s ub -h ead s fo r an y w ork if he c on side rs th at th e circum stan ces o f t
w orkrend er su ch accoun ts useless or im p ossib le to m ain tain . In such cases a cop
o f the o rders,sp ec ifyin g th e reaso n s, sh o u ld b e fo rw a rde d to the A cco u n tan t
G en eral.
Ordinarily there should be one Works Abstract monthly for each working estimate, but if the
estimate is for a large work which is divided into several sub-works, it will usually be
found convenient to prepare a Works Abstract separately for each sub-work.
II.—Classification and Record of Final Charges.
(a) Major Estimates.
The division of a Major Estimate into sub-heads for the purposes of accounts is guided usually by
the classification sanctioned in the abstract of the estimate. If it is intended to purchase
or supply materials and to employ labour for construction separately (whether by contract
or by depart* mental agency), the abstract of the estimate should be so framed as to show
separately for each distinct item of artificer's work (1) the cost and quantity of " labour "
and (2) the cost of materials. But if this is not the case, e.g., when any item of work is to
be executed by contract and it is proposed to contract for the completed items of work,
die abstract of the estimate may show merely the quantity and cost of each item of work.
In all cases miscellaneous charges of a general nature, which do not pertain to any sub-
head in particular, may be treated as separate sub-heads, being grouped under one or
more heads, e.g., " Work-charged establishment", ''Contingencies ", etc. See paragraphs
10 and 82 of the Central Public Works Department Code.
N ote.— W h en th e n um ber of su b-head s o f an estim ate is larg e it w ill b e fo un
con ven ient to assign a n um ber to each sub -head and to prefix this n um ber to th
n am e of th e sub -head , w herever it is used o n vo u ch ers, w o rks abstracts, register
o f w orks or other
accounts.
After a Major Estimate has been sanctioned it may be decided to make a change in the method
originally contemplated for the execution of the work. In such a case the original abstract
should be recast in accordance with the instructions laid down in paragraph 260. The
details of cost and quantities already approved by competent authority should be
rearranged and the revised abstract should be approved by the Divisional Officer and
thereafter treated as the sanctioned abstract of the estimate for all account purposes.
If the num ber of sub-beads in the working estim ate for asub-work
work or is large, it is perm issible to
break up the estim ate into two or m parts,
ore and to treat each part as a sub-w ork for the
purposes of accounts; but no part of an estim ate can be separated from the rest, if any contrac
for the execution of work connected with it covers also nected
work con
with die other parts. It is
advisable to adopt this course if one or m ore parts of a work or sub-work are com pletely
executed long in advance of the others and no useful purpose w ill be served by keeping open
the accounts of the com pleted parts.

The account of each sub-head in the W orks Abstract should ordinarily exhibit:—
"am ount", i.e., total charges finally classified underhead,
the sub
“Progress i.e., total quantities executed from time to time,
“rate of cost", i.e., cost per unit on the basis of the recorded " amount" and " progress "
In the case, however, of sub-heads which have been lumped together under paragraph 258
above, or sub-heads representing items of work which cannot be expressed in quantities,
no quantities are shown in the abstract of estimate and the record of " progress " and "
rate of cost" in the accounts is not necessary, the entries in the " amount " column being
sufficient.
In other cases the " progress " and " rate of cost" should be recorded in the accounts
both during the progress of construction and on completion of work, but the monthly
record thereof under any sub-head may, during the progress of construction, be
dispensed with in the following cases under the written orders of the Divisional Officer which
should specify reasons :—
If the duration of construction under the sub-head is not expected to be more than three months.
If the quantities executed are not in the same units as those specified in the estimate or they
cannot be expressed even roughly except on or towards the completion of the work.
When provision is made in the abstract of estimate separately for " labour " and " materials "
under any sub-head, the account of the cost of all materials issued to the work from stock,
or by purchase, manufacture or transfer, should be kept under a single head, entitled "
Materials ", the sanctioned amount of which should be taken to be equivalent to the
aggregate provision for " materials " in the estimate. This should be treated as a suspense
head and the details of it recorded in Form 35 (vide paragraph 248), which should
accompany the Works Abstract. The. "labour" divisions only will thus appear in the
Works Abstract as separate sub-heads of final outlay. During the progress of the work, the
expenditure recorded under those sub-heads will be exclusive of the cost of materials, but
on the completion of the work, the gross cost of each sanctioned sub-head of work,
inclusive of the cost of materials, should be placed on record by making entries in the
Register of Works, in the manner indicated in paragraph 289.
When the sub-heads of a work tare divided into ' 'labour " and " materials ", the " rate of cost" of
the labour charges relating to each subhead can be watched separately and the
necessary control over the expenditure on materials can be exercised through the
suspense head "Materials'* and the detailed statement in Form 35 supporting the entries
under that head. It is unnecessary, therefore, for purposes of financial control over the
outlay, either to record in the Works Abstract, month by month during the progress of
construction, the outlay on the materials relating to each sanctioned sub-head of the
estimate or, to strike the inclusive " rate of cost" of the whole sub-head monthly.
The charges classified under a final sub-head should include all ordinary expenses incidental to
construction. If any part of a work is pulled down and rebuilt to any serious extent, the
extra charges for construction should ordinarily be debited to the sub-head concerned
unless they are recoverable from the contractor under the terms of his agreement. But if
the amount involved be so large as to affect sensibly the cost or rate of the sub-head, it may
be debited to the sub-head “Contingencies " instead or, with the sanction of competent
authority, to a new sub-head additional to the original sanctioned sub-heads of the
estimate.
In the accounts of Major Estimates a final sub-head, entitled " Additional Charges for
Materials issued to Contractors", should be opened if the system of issue of materials
to contractors has been adopted, and the rates charged to the contractors therefor under
paragraph 238 or 239, as the case may be, are either more or less than the actual cost to
Government. This sub-head should bear all losses on this account and receive credit for all
profits as explained in paragraph 242. Carriage and incidental charges in connection with the
materials issued to the contractors, should also be debited to this head, if, under
paragraph 306, they are chargeable to the work.
If any receipts or recoveries are credited under the rules to the account of a Major Estimate, a
special sub-head should be opened in the Works Abstract for the reception of all such
credits.
(b) Minor Estimates.
If the Superintending Engineer has desired the accounts of a Minor Estimate to be kept by
sub-heads (vide paragraph 258) the rules in paragraphs 260 to 267 will apply. In the
case of Minor Estimates for buildings, bridges and other structures, if the transactions
relating to the direct issue of materials are of sufficient importance and it is desirable, with
the object of exercising control thereon, to record their cost separately in the accounts,
the procedure prescribed in paragraph 264 in respect of Major Estimates, may be
adopted and a column opened for the suspense head " Materials,", in the Works
Abstract. In all other cases the account of alt final outlay on a Minor Estimate should be
kept in a single column, headed “Final charges ", in Works Abstract, Form 34.
III.— S u s p e n s e A c co u n ts .
(a) General.
In addition to the bead " Final charges", or the final sub-heads in the case of Major Estimates, a
few suspense accounts are opened in Works Abstracts to record transactions of a
temporary character which are either not adjustable as final outlay in the accounts of the
works concerned or the correct classification of which cannot be determined immediately.
These accounts are:—
" Materials "—for the record of the cost of materials issued direct to work,
" Contractors—Advance Payments "—for the record of advance payments and of their
recoveries
" Contractors —Secured Advances "—for the record of secured advances and of their
recoveries,
"Contractors—Other Transactions"—for the record of all other debits or credits to
contractors awaiting settlement, and
“Labourers "—for the record of unpaid wages of labourers and of their subsequent payment.
(b) " Materials” Account.
The suspense account “Materials " has already been referred to in paragraphs 264 and 269.
This account should be opened in the Works Abstracts of Major Estimates if materials
are issued direct to works. It may also be opened in the case of Minor Estimates if the
transactions relating to the direct issues of materials are of sufficient importance.
So far as Works Abstracts are concerned this account is never cleared. Sub-divisional
Officers should regard it as a temporary sub-head for the reception of all charges on account
of direct issues of materials. The responsibility for clearing the head by transferring the charges
to the final sub-heads of work when closing the accounts of the work in the Register of Works,
rests with the divisional office, vide paragraph 289.
(c) "Contractors" and "Labourers" Accounts.
Advance payments made to a contractor under the provisions of paragraph 229 should not be
charged of as final outlay on the work or under any sub-head of it. A suspense head, "
Contractors— Advance Paym ents ", should be opened in the W orks Abstract (Form 33 or 34,
as the case m ay be) for the record of advance paym ents and their subsequent adjustm ent.
Advances made to contractors and suppliers under paragraph 228, whether on the security of
m aterials or otherwise as well as all recoverable payments made under proper authority to
labourers and others on behalf of contractors, should be treated as advances m ade on
account of the work concerned. They should not be charged to the general suspense head
“M iscellaneous P. W . Advances ", but incorporated in the W orks Abstract as suspense
transactions. The- head " Contractors— Secured Advances " is intended solely for advances
m ade to contractors, on the security
materials
of brought to site, under paragraph(a),
228and
the head " Contractors
— O ther Transactions " should be used for all other transactions.
The head " Contractors— Other Transactions " is intended also for watching the ultimate payment of
the unpaid balances of contractors' accounts. Similarly, the head “Labourers " is meant for the
clearance of the unpaid wages of labourers. If a Running Account Bill or Muster Roll is only
partly paid, the total am ount due thereon as value of work done or supplies m ade should be
brought to account in the W orks Abstract as final charges or as expenditure on the sub-heads
concerned, and the am ount rem aining unpaid should be shown as a m inus entry in- the appro
priate suspense colum n— " Contractors— O ther Transactions " or ers
" Labour
".
The forms of Works Abstracts (Forms 33 and 34) provide a column for each of the suspense
accounts enumerated in paragraph 270. The use of the head “Materials " is explained
in paragraph 264 and the foot-notes printed on the forms of the Works Abstracts explain
the mode of making both original and adjusting entries under the other suspense heads.
If any wages of labourers remain unpaid after the completion of a work, the accounts of the
work may be kept open for a period of one month, which may be extended to three
months at the discretion of the Divisional Officer. Thereafter the accounts of the work
should be closed, the balance under the suspense head “Labourers “being left
unadjusted. This amount should be shown in any Completion Report or Statement that
may be prepared under the rules in paragraph 99 of the Central Public Works Department
Code, by a special remark, as a liability against the work, and it should be excluded
from the total final expenditure on the work, so as to arrive at the amount actually brought to
account.
N o te .— If u n p a id w ag es o f la b o u re rs a re cla im e d an d p a id su b se qclo u esin
n tly
g to th e
o f the accou n ts of a w o rk, the paym en t sh o u ld o rd in arily b e ch arge d again st a fr
e stim a te u n d e r th e s a m e h e a d o f s e rv ice as th e o rig in a l w o rk , a s u ita b le n o te b e
rec o rd e d b y th e d iv is io n a l o ffice ag a in s t th e c lo s in g e n try re la tin g to th e o rig in a l w
in th e R e g iste r o f W o rk s . W h e re , h o w e ve r, it m ay p ro v e m o re co n v e n ie n t, th e ac co u
o f th e w o rk m ay b e re o p e n e d at th e d is c re tio n o f th e D iv is io n a l O ffic e r.
The account of a contractor should be closed as soon as his contract is completed. If he delays to
receive final payment for more than one month after the final bill has been passed, a
note to this effect should be recorded on the bill, the account of the work as passed on the
bill should be incorporated in the Works Abstract on the authority of the bill and the
balance due to him should be removed from the accounts of the work by credit to the
head " Public Works Deposits ", to be dealt with thereafter under the rules relating
thereto. If the final account of a contractor shows that he has already been overpaid or
that the account closes with a balance due by him, the account should be settled by a
recovery in cash or otherwise; but if an immediate recovery is not practicable, the balance
should, be removed by debit to the head " Miscellaneous P. W. Advances ".
Disbursing officers are responsible for keeping a strict watch over the balances under the
suspense accounts “Contractors" and “Labourers ", with a view to prompt adjustment by
recovery, settlement of account or detailed measurement, as the case may be. For this
purpose the statement headed " Detail of Contractors' closing balances " in the Works
Abstract and the record of unpaid wages maintained under paragraph 205 (e), should be
examined monthly. Subject to the provisions of paragraph 276, these accounts should be
cleared before the accounts of a work can be closed on completion.
IV.—liabilities Awaiting Incorporation.
Liabilities are not incorporated in the accounts .of works except in the following cases :—
Unpaid balances of partly paid running account bills or muster rolls are invariably incorporated,
vide paragraph 274,
The value of materials received from sources other than stock (including manufacture),
whether for issue to contractors or for issue direct to works, is at once brought into the
accounts of works even though payments to suppliers and adjustments crediting
the transfer accounts concerned, may not be made at once, vide paragraphs 242
and 247, and
Wholly unpaid muster rolls and bills of contractors and suppliers are sometimes taken to
account, vide paragraphs 276 and 277.
Disbursing officers are, however, responsible for keeping a strict watch over all liabilities with
a view to settle them promptly. Money indisputably payable should never be left unpaid.
It is no economy to postpone inevitable payments, and it is very important to ascertain,
liquidate and record the payment of all actual obligations at the earliest possible date.
If any liabilities of works are incurred on behalf of contractors under the provisions of
paragraph 227, arrangements should be made for withholding sufficient balances
from their bills or for making necessary recoveries from them in due Course. On the
analogy of the rule in paragraph 198, all records on the authority of which liabilities may
be liquidated or incorporated in the accounts, should invariably specify (1) the full name
of the work as entered in the estimate, (2) the name of the sub-head thereof, if any and
(3) the recoverable charges, if any, with the name of the contractor or other person
from whom recoverable.
V.—Record of Progress.
Entries of" progress” in the Works Abstracts (vide paragraph 263) should be supported by
details in the statement provided for the purpose on the reverse of the Works Abstract
form. These details should be furnished by the Engineer or subordinate in charge of the
work or by any executive officer or subordinate detailed for the purpose, and should
be based on entries already made in the measurement book. Their compilation
from measurement books, vouchers or other records, by members of the office
establishment should not be permitted. The following points should be specially borne in
mind:—
Only “quantities” actually measured and paid for should be reported as “progress ".
The progress reported should specify the quantities executed “up to date ", sets of
earlier measurements covered or superseded by later ones being ignored.
The progress of an item of work should be so reported as to describe as approximately as
possible, in terms of the unit adopted, the quantities of work executed up to the required
standard.
Note.—It is recognised that perfect accuracy cannot always be secured in
making intermediate reports of progress. A fairly reliable record is all that is
necessary, but if the nature of the work makes it impossible or difficult to
achieve this in practice, reports of progress may be dispensed with in cases
covered by paragraph 263.
VI.—Preparation, Completion and Disposal of Works Abstracts.
The Works Abstract should be prepared in the subdivisional office in the first instance. It
should be posted day by day from the Cash Book and the connected bills of contractors
and suppliers, cash refunds and readjustment of final charges being posted as minus
entries. At the end of the month, stock and adjustment transactions should be added
and, in the detailed statements provided for the purpose, quantities of work executed
should be. posted from measurement books or other sources and the closing balances of
contractors' accounts should be detailed so as to prove the correctness of the up to date
totals under the suspense heads (1) Contractors—Advance Payment, (2) Contractors—
Secured Advances and (3) Contractors—Other Transactions. The closing balances arrived
at under the suspense head "Labourers" in-each case, should be agreed with the
connected record of unpaid wages and its correctness should be certified over the dated
initials of the Subdivisional Officer. The Works Abstract should then be forwarded in
original to the divisional office, were all necessary completing entries will be made in
respect of the direct charges and adjustments made by the Divisional Officer and the
Abstract checked and closed under the supervision of the Divisional Accountant, who should
record a certificate in the following form :—
“This Abstract has been checked under my supervision. I have personally
compared all the items in the ' Details of contractors' closing balances' with the
Contractors' Ledger and found them correct."
Note 1.—The posting of stock and adjustment transactions may, if
preferred, be done entirely in the divisional office.
Note 2.—Postings made in the sub-divisional office should be in black ink
and all postings and corrections made in the divisional office in red ink.
Note 3.—Office copies of Works Abstracts need not be kept, as the
originals are returned by the divisional office after completion. Before the
Works Abstracts are sent to the divisional office, the up to date totals
should be entered in advance in the returns for the following month and
these should be corrected, if necessary, on receipt back of the Works
Abstracts from the divisional office.
When finally completed in all respect, all the Works Abstracts of a month should be examined by the
Divisional Officer and any explanations necessary called for from the Subdivisional Officer. The
monthly examination of the Works Abstracts is an important part of the duty of the Divisional
Officer and must not be omitted. He must initial (and date) them in token of the performance of
this duty.
F.—REGISTER OF WORKS
I.— F o rm s o f R e g iste rs o f W o rk s a n d th e ir P re p a ra tio n .

The permanent and collective record of the expenditure incurred in the division, during a
year, on each work estimated to cost more that Rs. 2,000 is the Register of Works. This
record is maintained in the divisional office.
There are two forms of Registers of Works corresponding respectively to the two forms of
Works Abstracts (Forms 33 and 34) for Major and Minor Estimates. The detailed
form 40, should be used for Major Estimates and the simpler form, .41, for Minor
Estimates. In respect of petty works no record is necessary beyond the Petty Works
Requisition and Account, Form 32, which is self-explanatory but, if desired, 'expenditure
on these works may be recorded in the Register of Works for Minor Estimates, Form 41.
The Registers of Works are posted monthly from Works Abstracts. A separate folio or set of folios
of Form 40 should he assigned to each Major Estimate, but entries relating to two Minor
Estimates can be made on a single page of Form 41. When separate Works
Abstracts are prepared, under paragraphs 259 and 262, for the sub-works or parts of
a Major Estimate, the transactions relating to each Works Abstract should be posted
separately and an abstract for the entire work should be prepared on a separate folio
or set of folios for comparing the cost of the work and its sub-works with the provision
in the estimate. The following instructions should receive special attention :—
T he R e giste r of W orks is no t a classified a ccount of w o rks; fo r facility of referen ce it should
supplied w ith an ind ex w h ich should be sub divid ed u nd er the prescribe d he ad s of acco
classificatio n.
The sanctioned amount of estimate should be entered in respect of each work. When
supplementary estimates are sanctioned, the additional amounts sanctioned should be
entered below the corresponding amounts of the original estimate and both totalled.
But when a revised estimate is sanctioned, the account of the original estimate should be
closed and the revised estimate should be entered on a fresh folio, prominently marked
“Revised Estimate " in red ink, and a reference to the folio on which the original
estimate is to be found should be entered thereon.
In the case of works for which specific appropriations are sanctioned individually, vide rule
35 of Appendix 6 to this Code, the amount of appropriation for the year should be
noted in. the register at the top of the page, any additions or deductions made during
the year being noted in the same place.
The blank vertical columns in Form 40 should be utilised for the final sub-heads of the
estimate and for as many of the suspense heads as may be operated upon, but the
sub-columns for " quantity " and the horizontal columns for " rate of cost" should be
left blank in respect of sub-heads for which there are no quantities in Works
Abstracts, vide paragraph 263.
In Form 41 the final charges on works should be posted in the column “Total value of
work done” and the single column “Suspense Accounts" should embrace the
transactions under all the suspense accounts.
II.—Examination by Divisional Officer.
Before the date of submission of the monthly account to the Accountant General, the posting of
the Registers of Works should be completed and the registers should then be "laid before
the Divisional Officer for review. The monthly account of each work on which there has
been expenditure during the month should be initialled (and dated) by the Divisional Officer in
the column set apart for the purpose, in token of his having examined the entries and
found them correct. Actual as well as probable excesses, whether in the total cost of a
work or* sub-head or in the rate of cost of a sub-head, should receive special attention,
and Works Slips in Form 39 should be prepared and submitted to the Superintending
Engineer when necessary, vide paragraphs 34 and 44 of the Central Public Works
Department Code.
Note 1.—If the transactions of a division are very large, the Divisional Officer
may allow an extra period of a few days for the completion of the Registers
of Works, but the submission of the monthly accounts to the Accountant
General and the completion of the Works Abstracts (paragraph 282) should
not be delayed on this account.
N o te 2 .— It s h o u ld b e s e e n , w ith s p e c ia l r e f e r e n c e to w o r k s o nonly
w h icpetty
h th e r e h a v e b e e
or no transactions during the previous two or three months, if there are
circumstances justifying the retarted progress of expenditure. If any such
works have been stopped or are known to be nearing completion, the delay in
closing their accounts should be enquired into; see also paragraph 287. If
the slow progress of expenditure is due to delays in measuring work done
or in settling up bills, the cause at work should receive attention.
III.—Closing the Accounts on Completion of Work.
(A )S E TTLE M E N T O F LIA B ILITIE S A N D A S S E TS A N D C LE A R A N C E O F S U S P E N S E
ACCOUNTS
It is an object of great im portance to close the accounts of works as soon as possible after the actua
work of construction is com pleted,
vide paragraph 46 of the Central Public W orks Departm ent
Code. If there is necessarily any delay in closing' the accounts, it should be seen in particular
that further charges are not incurred without the perm ission of the Divisional
(Officer.
Before the accounts of a work can be closed on its com pletion, it should be seen that any adjustm ents
of cost necessary under the rules, e.g., paragraph 52 of the Central Public W orks Departm ent
Code, and para graph 7 (c) of Statem ent A in Appendix 2 to this Code, have been duly m ade in
the accounts, that all liabilities not originally brought to account have .either been liquidated or
since brought to account and that the balances under the suspense accounts " Contractors "
and " Labourers " have been cleared,vide paragraphs 275 to 278. If the whole or any part of
the expenditure on the work is-recoverable from another departm ent, m ent,
Govern
local body
or individual, action should be taken to effect or com plete the necessary recovery before the
accounts of the work are closed.
The suspense account “Materials" should be cleared and the total cost of m aterials should be
distributed over the final sub-heads or other accounts concerned before the accounts of a work
can be closed so that, statistica
for l p urpo se s! the fu ll cost, in clu sive o f the value of m a te ria ls of
e ach class o f w o rk, m ay b e w orked out and placed o n reco rd. Th is is effe cted in the divisional o
in the follo w ing m anner:—
A fter o rd ers ha ve b een p assed by th e D ivision al O ffice r on th e fin al rep ort of the value and ve rificatio
m ate rials at site(vide p arag ra ph 2 53 ), the action taken from tim e to tim e as to the disposal of
su rp lu s ba la nces an d to the adjustm ent o f d iscre pe ncies a nd losses should b e re co rded in F orm
P etty deficie ncies a nd su rpluses held to be d ue to the a doption of form u lae fo r d eterm in ing
q uantities use d in constru ctio n m a y be adju sted under th e o rd ers of the D ivision al O fficer by d eb
cred it to the sub -he ad s con cerned, action being separately,
ta ke n if necessary, to m ake suitable
revision of the fo rm ulae in use.
S hortages and losses for w hich any contractors are held bleresponsi
should be adjusted by prom pt
recovery either in cash or by debit to their personal ledger accounts. If they
ablearefrom
recover
other persons the debits should be transferred to the “M iscellaneous P . W . A dvances " account
recovery in cash or by deduction from pay bills,
O ther actual losses w hich are irrecoverable should be w ritten off under the orders of com pe
authority, the charge being transferred to the sub-head C ontingencies, or to the sub-hea
concerned, or even to a new sub-head opened for the purpose*-as m ay be considered suita
w ith due regard to the statistical value of the recorded cost of final sub-heads of w ork.
The cost of surplus m aterials w hich cannot be sold or transferred
elsew here and losses on account of
the sale or transfer of surplus stores at a reduced valuation should be adjusted by charge to
sub-heads concerned.
In m aking notes of these adjustm ents in Form 38, adjustm ents to be effected by debit or credit to
final sub-heads of the w ork should be kept distinct from those affecting other heads of account
the accounts of other w orks. O nly transactions of the form er class should be posted in the colum
headed “If debited to sub-heads of this w ork “and m arked G and H in P arts II and III respective
S ee also paragraph 256.
W hen P arts II and III of Form 38 are com pletely registered as above and there are no m
adjustm ents to m ake, P art IV of the form should be filled up as follow s :—
A gainst line 1 should be entered, by sub-heads, the total calculated cost of m aterials used
construction, as per line
.ofBthe final report in Form 37 referred to in paragraph 253.
Against lines 2 and 3 should be entered, item by item, the adjustments
registered in Parts II and III, respectively, of Form 38 in the columns marked
G and H, vide clause (f) above.
Entries against lines 1, 2 and 3 should then be totalled up, so as to arrive at the
total debits to be raised against the-filial sub-heads, by minus debit to the
suspense head "Materials ", on account of the cost of materials relating to
each.
On the basis of the totals of Part iv a closing entry should then be made in the Register of
Works with the approval of the-Divisional Officer, and the inclusive rates of cost of
all the sub-heads concerned should be struck, entries being made as shown below :

Quantity. A m ount.

T o ta l 1 ,0 0,00 0 20,000

R a te … 20

Transfer entry of cost of materials, as per Part IV of F o rm 3 8 … 1 0 ,0 0 0

In c lu s iv e c o s t … 30,000

In c lu s iv e ra te … 30
The sub-head "Additional Charges for Materials issued to Contractors " (paragraph 267)
should receive the special attention of the Divisional Officer who should, if necessary,
investigate large closing balances under this head before permitting the accounts of the
work to be closed. It is not necessary to clear this head by transferring the charges
booked under it to other final sub-heads, but profits or losses which are not clearly
traceable to known differences between the rates chargeable to contractors and the
actual cost to Government, should not be accepted as correct without closer
examination.
The accounts of annual maintenance estimates must be closed in the month fixed by the
local Administration, under paragraph 103 of the Central Public Works Department
Code, as the last month of the working year for the purpose. Ordinarily, it should be
possible to complete all the repair work and to settle the accounts of contractors and
other suspense accounts, before the expiry of the working year. If, in any exceptional
case, any work remains to be done and, in accordance with paragraph 104 of the
Central Public Works Department Code, it is proposed to carry it on to Completion,
action should be taken as under :—
The expenditure incurred in the next working year should be treated as expenditure
against the annual maintenance estimate for that year.
The suspense accounts of the work should be closed in the !.i ,t month of the working year,
by transferring the balances of all those accounts to the general suspense accounts "
Public Works Deposits" or "Miscellaneous P. W. Advances", as the case may be,
which should be relieved in the following month by re transferring the balances to the
suspense account concerned in the accounts of the maintenance estimate for the next
working year. All unsettled liabilities and assets should then be treated as those
pertaining to the next working year's estimate. ( b )C L O S INE GN T R IEA SN DR E V IE OWFE X P E N D IT.U R E

When the work is completed and the accounts of it have been settled and written up as
indicated in paragraphs 288 and 289 a double red ink line should be ruled below the
final entries and a note made in red ink “Work completed in... . . . . . . . . . . . . . . . . .
19....". This note should be signed by the Divisional Officer in token of his satisfying
himself that all action has been taken under those paragraphs. It will be the
authority for treating the accounts of the work as closed, and a work should not be
reported as completed in the divisional accounts unless this authority has been placed on
record.
If it is a Deposit Work, steps should be taken promptly to surrender the unexpected
balance, if any, of the deposit with the approval of the Divisional Officer.
(c) EXCESSES OVLR ESTIMATES.
(i) Excesses passed by Divisional Officer.
If the total expenditure on the work is in excess of the sanctioned estimate and the excess is
passed by the Divisional Officer under his powers; the words “Excess passed by me "
should be added to the completion note recorded under paragraph 292.
(ii) Completion Reports and Statements.
If, however, the excess is not within the Divisional Officer's powers to deal with, a
Detailed Completion Report in Form 44 should be prepared or the item should be
included in a consolidated Completion Statement of Works and Repairs in Form 45,
as may be required under the rule in paragraph 99 of the Central Public Works
Department Code. The completion note in the Register of Works should then be
amplified thus, "Work completed in.. . . . . . . . . . . 19... Completion Report statement
submitted with this office letter No. . . . . . . . . . . . . . . . dated.. . . . . . . . . . . . . . . . . 19. "
The orders passed subsequently by highers authority on the excess reported in the
Completion Report Statement should also be noted in the Register of Works to complete
the records.
IV.—Correction of errors after closing Accounts.
Should an error or omission in the recorded expenditure of a work come to light after its
accounts have been closed (.ice paragraph 46 of the Central Public Works
Department Code), the accounts may be reopened in order to rectify the error or
omission unless the amount involved is not more than ten rupees in which case it will
be sufficient to make a note of the error or omission MI the relevant documents
concerned.
V. Schedule of Rates.
To facilitate the preparation of estimates, as also to serve as a guide in settling rates in
connection with contact agreements, a schedule of rates for each kind of work commonly
executed should be maintained in the division and kept up to date. It should be prepared on
the basis of the rates prevailing in each locality and necessary analysis of the rates for
each description of work and for the varying conditions thereof should, so far as may be
practicable, be recorded.
The rates entered in estimates should generally agree with the scheduled' rates but where,
from any cause, the latter are not considered sufficient, the deviation should be explained in
detail in the report on the estimate.
G. ---CONTRACTORS' LEDGER
[The rules in this section apply to all transactions with contractors in connection with the contracts or jobs
undertaken by them, whether relating to the execution of" works or to the supply of materials for works or stock.]
I.— F o rm a n d u s e o f th e L e d g e r
The accounts relating to contracts should be kept in the Contractors' Ledger, Form 43, a
separate folio or set of folios being reserved for all the transactions with each contractor for
whom a personal account is maintained, vide paragraph 298.
A personal account should be opened in the ledger for every contractor, whether or not a formal
contract has been entered into with him unless the work or supply entrusted to him is not
important and no payment is made to him except on a First and Final Bill, Form 24, on
completion. If any materials are issued to the contractor or any payments are made on
his behalf, a ledger account must be opened. ,
II.—Posting the Ledger.
The Contractor’s Ledger should be written up in the divisional' office. It is not necessary
for the Subdivisional Officer to maintain a similar ledger in his office but if he
maintains one the divisional office may not require him to furnish extracts there
from.
Except when a contractor's account is to be closed and the procedure prescribed in
paragraph 277 is observed in respect of unpaid bills, the value of work done or
supplies made by a contractor should not be credited to his account until his bill
has been passed and payment made thereon. Debit entries in the ledger should be
made only on the basis of transactions recorded in the accounts, the postings
being made from the supporting cash, stock or adjustment vouchers; liabilities not
yet liquidated should be excluded altogether. The value of materials, if any, issued
to a contractor under paragraph.238 or 239 should be debited to his account on
the authority of his acknowledgment. See paragraph 242.
Note.—Security deposits of contractors should not be included in their
personal accounts in the ledger, vide paragraph 388.

The form of the ledger provides for the following columns


Particulars
:— of Bill or Voucher :—
Date.
Voucher No.
Serial Number, if a Running Account Bill.
Net Transactions detailed by suspense heads :—
Advance Payments.
Secured Advances.
Other Transactions.
Name of work or Account and particulars of transactions.
Gross Transactions :—
Debits.
Credits.
Total value of work or supplies.
Remarks.
Columns 8 and 9constitute the ledger account proper and columns 4, 5 and 6 set forth the net
effect of each posting on the three suspense heads making up the account. Column 10 is
also not a part of the personal
account but will be found useful for the purpose of exercising
a check overthe continuity of bills in the case of running accounts.
Columns 1 to 3 and 11 require no explanation. Instructions filling
for in columns 4 to 10 in the
case of personal accounts are given below :—
Column 7.—"Name of Work, etc."'. Here should be entered' the full name of the work
to which the bill or voucher relates
except in the case of suppliers' bills, when the name
of the accountconcerned, Stock or Purchases, should be stated. Briefculars parti
describing the nature of the transaction should thenadded,
Be- and against the line
should then be posted, in the money columns 4, 5, 6, 8, 9 and 10, the figures
relating to that transactions only. When a deduction made from a contractor's bill for
one work is creditable to the account of another work, and such credit is in
connection with his contract for the latter
work, two distinct sets of entries should be
made in the ledger one for the payment made on account of the former work, and
the other for the recovery creditable to the latter, as if that
covery
re had been made
in cash. The second set of entries should
be posted in a separate line, in columns 6
and 9 against the name
of the work concern red.
Note.—If there are several contracts in connection with a work or account, the
transactions relating to each should be distinguished, preferably by
quoting the number and date of agreement.
Column 4.—" Advance Payments "—If the bill is a Running Account Bill A or B
(Form 25 or 26), figure D of Account I should be posted in this column.
Column 5.—" Secured Advances "—If the bill is a Running Account Bill B, Form 26,
figure E of Account II should be posted in this column.
Column 6.—" Other Transactions"—In the case of Running Account Bills, figure G of
the Memorandum of Payments should be posted in this column. If a payment is
made on a First and Final Bill, Form 24, no entry, should be made in this column
unless a recovery is made from the contractor on any account. In the case of
transactions other than these, the amount paid or recovered should be entered.
In columns, 4, 5 and 6, debits to contractors should be posted as plus entries and
credits as minus entries.
Column 8.—" Gross Transactions—Debits "—If it is a Running Account Bill, figure H of
the Memorandum of Payments should be posted in this column, otherwise the
total amount paid or chargeable.
Column 9.—" Gross Transactions—Credits "—Here should be entered the value of
work or suppllies creditable to the contractor, which will be figure F of Account I in
the case of Running Account Bills.
Column 10.—" Total value of Work or Supplies "—In the case of Running Account
Bills here should be entered the total value of work done or supplies made up to
date, as per figure A of Account I of Bill, but before posting the bill it should be
seen that the figure shown in Account I of it as " Deduct value of work shown on
previous bill" agrees with the last entry in column 10 of the ledger against the work
concerned. In token of this check this last entry in column 10 should be initialled
(and dated) by the Divisional Accountant.
III.—Balancing and Reconciliation.
The ledger accounts should be closed and balanced monthly. The closing balance of each
personal account should be detailed so as to show, in respect of each separate work or
account (Stock or Purchases), the amount outstanding, if any, under each of the three
suspense accounts, (1) Advance Payments, (2) Secured Advances and (3) Other
Transactions, with a quotation, in each case, of the last Running Account Bill and of all the
vouchers supporting unadjusted outstandings under "Other Transactions" not
incorporated in the last Running Account Bill. In the case of Running Account Bills
these balances can easily be ascertained from the Memorandum of Payments as indicated
in the table below and it will be found convenient in practice to make a note of the
outstanding balances of each bill, in the ledger, when posting the bill, so that at the end
of the month the closing balance of the ledger account may be verified with the net result of
the details already recorded :—
C la s s o f b a la n c e . SERIAL NUMBER OF ENTRY IN MEMORAN D U M O F PAYM ENTS O N
B IL L F O R M .

Running Running Running


Account Bill A. Account Bill B. Account Bill C.

(1 ) A d van ce P a ym e n ts 2 2 ..

(2 ) S e cu re d A d va n ce s .. 3 ..

(3 ) O th er T ra n sa ctio n s 4 5 2

N o te . --S e e N o te b elo w p a ra g ra(c)


p h(i).
301

The Divisional Accountant should be held responsible for the correctness of the Contractors
Ledger and for securing agreement, month by month, between the balances detailed in
the works abstracts and the corresponding balances of the accounts in the ledger. He
should further see that there is no indication of a transaction pertaining to a running
account having been settled on a form of bill not permitted to be used for the purpose.

Periodically all the personal accounts in the ledger should be examined to see (1) that
balances do not remain outstanding for a long time without justification and (2) that, in the
case of running accounts, bills are prepared at reasonable intervals.
Entries in column 10, "Total Value of Work or Supplies" not bearing the initials of the
Divisional Accountant recorded under paragraph 301 (c) (viii) should be reviewed in
particular to ascertain the cause of delay, if any, in the preparation of final bills. This
examination must invariably be made before a volume of the ledger is laid aside on
completion, so as to ensure that all outstanding accounts in it are carried forward to a new
volume.
IV .— S c ru tin y o f A c co u n ts b y C o n trac to rs .
A contractor requiring a copy of his running account bill or an extract from his account in the
Contractors' Ledger should be furnished with the same. He should be encouraged to look
at his account in the ledger .and sign it in token of his acceptance of it. See also Note 2
below paragraph

SUNDRY RULINGS
I.—Carriage and Incidental Charges

The cost of carriage of stock materials to site of work, and of all carriage charges, in
connection with the movement, from place to place, of other Materials issued to or
provided specially for a work, should be debited direct to the account of the work, the
exact classification of charge being as indicated below :—
Nature of issue of materials. H ead ch arg eab le in the acco un t w
o fork.
th e

I. Issue to Contractors under paragraph 238 (a) "Final Charges" in the case of Minor
Estimates and "Additional Charges for
(a) To the promised place of delivery
Materials issued to Contractors" in: the case
of Major Estimates.
(b) Beyond the place of delivery, if incurred T h e p e rso n a l a cco u n t o f th e co n tra c to r u n d e r th e
su sp e n se h e a d "C o n tra cto rs. O th e r T ra n s a c tio n s ".

II. Issues to Contractors under paragraph


239 Do.

III. Issues Direct to W orks The sub-head to which the cost of the
materials is debited.

When surplus materials are returned from a work to stock, the cost of carriage should be born
by the work, but if they are transferred to another work, the charge may be debited to either
work as may be equitable.
Incidental charges connected with the movement of materials issued to or provided
specially for a work or returned there from, should be adjusted in the same way as the cost
of carriage.
In all cases the places from and to which materials are conveyed, the distance, the quantity
and the approximate weight must be stated clearly in the payment vouchers.
II.—Charges for Examination of Soil.
The expense attendant upon the necessary examination of the soil for the foundations of works
ordered by competent authority should be treated as outlay on works and not as a
contingent charge, provision for it being made under the service head concerned in a
requisition or estimate according to the sum involved.
III.— E x p e n d itu re o n In a u g u ra tio n C e re m o n ie s .
The expenditure incurred with the sanction of competent authority on ceremonies connected with
the inauguration of important public works, should be debited—
in the case of Irrigation projects for which separate capital accounts are maintained, to the
revenue account of the project.
in the case of other works, to the contingencies of the sanctioned estimate.
IV .— R ates a nd Ta xes o f B u ild in gs .
Municipal or other rates and taxes on public buildings, residential or non-residential, when
debitable to the Public Works Department as the Department in administrative control of
the building should be treated as expenditure on repairs and debited to the maintenance
estimates of the buildings concerned.
V .— E x ec u tio n o f W o rks b y o th e r D e p a rtm e n ts
Whenever the maintenance of any works under the administrative control of the Public Works
Department is entrusted to the agency of another Civil Department with the sanction of
Government, the rules of procedure applicable to expenditure connected with the works will
be such as-may be laid down by the local Administration in consultation with the
Accountant General subject to following reservations :—
The Civil Department should be responsible to the Public Works Department to account
for appropriation placed at its disposal.
The Public Works Department should retain budgetary and financial control.
The Public Works Department should retain technical control through inspection.
V I.— E x ec u tio n o f G o v e rn m en t W o rk s b y L o ca l B o d ie s .
When the Public Works Department entrusts to the agency of a District Board, or other local
body, the maintenance of Government buildings or roads, without transferring the
property to the local body, the payment made to it on this account should be treated as a
payment for work done by a contractor. If lump sum payments have been agreed upon, the
procedure for settling the account periodically, and for recording the -cost of the works,
may be simplified, with the concurrence of the Accountant-General, provided—
that a certificate that the work has been done in accordance with the conditions agreed
upon is placed on record by a responsible official,
that if the payment is made for a number of works, expenditure on all of which cannot be
classified in the accounts under a single head of account, the necessary detailed
classification of the charge is set forth, and
that, as far as possible, the liability of a year is settled within^ that year (see also paragraph
291).
See also paragraph 201.
Note 1.—These payments should not be charged to the minor head "grants-
in-aid" that head being intended for cash contributions made to local
bodies in connection with (1) roads which are either not the property of
Government, or, being such property, have been transferred to the control of
a local body and (2) miscellaneous civil works, the cost of which if
constructed by the Public Works Department would be debitable to the
minor head "Original Works—Buildings—Civil Works" and for the financial
assistance given to these bodies, in the form of expenditure incurred in the
Public Works Department on a work constructed by that department on
their behalf.
Note 2.—The local Administration will issue orders stating who shall be
treated as A "responsible official" in each case for the purposes of proviso (a).
V II.— S cope of S anction.
The authority granted by a sanction to an estim ate is strictly lim ited by the precise objects .for w hich
estim ate w as intended tovide.
pro . A ccordingly it is not perm issible to apply, w ithout the sanction
of the com petent authority, any anticipated or actual savings whether due to the abandonm ent o
a part of w ork or to any other cause, on a sanctioned estim ate of a definite project, to carry ou
additional w ork not contem plated in the original project or fairly contingent on its actual execution
C H A P TE R X I. ---A C C O U N TS P R O C E D U R E FO R LU M P -S U M C O N TR A C TS .
A . -----G E N E R A L
In a lum p-sum contract the contractor agrees to executepletea .w
com
ork w ith all its contingencies in
accordance w ith the draw ings and specification for a fixed sum , the follow ing, being its essen
characteris
tics :—
A schedule of rates is specified in order to regulate the am ount to be added to or deducted from
fixed sum on account of additions and alterations not covered by the contract.
E xcept as provided in clause (/), no allusion is m ade in the con-tract to the departm ental estim ate
the w ork, schedule of rates: or quantities of w ork to be done.
D etailed m easurem ents of the w ork done are not required to be recorded except in respec
additions and alterations.
The form of contract is prescribed by G overnm ent in consultation
w ith its Law O fficers. As the account rules
herein contained are based, on the assum ption that the essential conditions m entioned above
be observed in draw ing up contracts, it is necessary that, before the form is finally determ ined, th
advice of the A ccountant G eneral should be sought on the question w hether the form propos
m eets the requirem ents of audit.
B.—PAYMENTS TOR WORK DONE.
Subject to the terms of the contract and such subsidiary instructions as may be laid down by
the local Administration to ensure that the works are executed in accordance with the
prescribed specification, plans and drawings, payments for work done are not made to
the contractor otherwise than on the certificates of the officers in charge, of the work,
as detailed in Paragraphs 316 and 317 below.
Whenever it is proposed to make any intermediate payment a certificate should be given by
a responsible officer of Government (not below the rank of Sub-divisional Officer) to
the effect that, by superficial . or general measurement or by some other suitable
method laid down by the local Administration (which should be specified), he had
satisfied himself that the value of the work done is not less than a specified amount in
conformity with contract agreement and that, with the exception of authorised additions
and alterations, it has been done according to the prescribed drawings and
specification.
Note.—The Divisional Officer is exempted from specifying in the bill the
method employed by him in estimating the value of work done. Similar
exemption way be allowed by the local Administration, after consultation
with the Accountant General, in case where the status and experience of
the certifying officer are adequate.
In the case of final payments, in addition to a record of detailed measurements in respect of
additions and alteration, there should be a certificate of completion of the work according
to the prescribed drawings and specification signed by the Divisional Officer or such other
officer as may be declared by the local Administration to be an experienced engineer of
Government for the purpose.
Note.—In exceptional cases, such as that of the execution of a work in a
border country under the supervision of a responsible civil officer without
the intervention of the Public Works Department, a completion certificate
signed by the civil officer concerned may be-accepted, if he is empowered
by the local Administration to sign it.
In order that a proper financial control may be exercised over the payments made, it is
necessary that the accounts of additions and alterations should be kept quite distinct
from those of the rest of the work. t There is no objection to payment for additions and
alterations being made before the <completion-of the work, if the detailed measurements
of them have been made.
C.—FORMS OF BILLS.
The forms of bills used for payments in connection with lump •sum contracts are Forms 27-A
and 27-B.
Form 27-A is intended for intermediate payments which may be made to the contractor in
accordance with his contract. No details of work done need be reproduced in the Bill,
but a reference should be given to the number and page of the Measurement Book in
which the measurements of additions and alterations are recorded.
The form provides for the ' secured advances', if any, which under paragraph 228 (a)
may be allowed to the contractor. When such advances are allowed, an indenture in Form 31,
should invariably be obtained from the contractor and a detailed account of the materials
should be kept in Part II of the bill in the manner described in paragraph 226. No record of
the materials need be kept in the Measurement Book; the certificate (3) printed on the bill
must, however, be signed by the responsible officer in terms of paragraph 228.
Form 27-B is intended for final payments made to a contractor. The details of additions and
alterations alone should be given in the bill. For the rest, the certificates prescribed in
paragraph 317 will be sufficient. As a further precaution, the contractor should be
required to add to his acknowledgment in his own handwriting a statement that he
has received the payment in full settlement of all demands ; see, however, Note 1
below paragraph 224 (b).
Note.—The form of Final bill may be printed on yellow paper to distinguish it
from that of the running bill (see note 2 below paragraph 224 (b}).
D—SUBSIDIARY WORKS ACCOUNTS.
The instructions in Sections E and F of Chapter X, regarding the maintenance of Works
Abstract and Register of Works apply mutatis mutandis to the accounts of lump sum
contracts. In the case of major estimates, the expenditure need not, however, be
booked by sub-heads of work (see paragraphs 260 et. seq.) if all the charges
represent nothing but payments on a lump sum contract.
All intermediate payments' made to the contractor and so acknowledged by him are
regarded as advances made to him on account of the work concerned, and are
"brought to account in accordance with paragraphs 324 and 325 below.
Payments for measured up additions and alterations, as well as for the work covered by the
lump sum for which no detailed measurements are necessary, are treated like
advance payments and should be brought to account in the works accounts under the
suspense head 'Contractors— Advance Payment'. This will not only simplify accounting
but will facilitate a watch over the prompt adjustment of the payments made.
Note.—If a percentage or any other portion of the value of work done is
withheld as security for the due fulfillment of the terms of the contract,
the net amount remaining after the deduction of the portion withheld
should be entered as the advance payment.
P aym ents other than those specified in paragraph 324 above
be either
m ay ' Secured Advances' m ade on
Form 27-A or other recoverablem pay
ents, including the value of m aterials supplied, w hich m ay
have been m ade to the contractor or to others on his behalf. These shouldin be theentered
accounts under the suspense heads ' C ontractors— Secured Advances'
and ' C ontractors— O ther
Transactions' respectively.
From the final bill paid to the C ontractor (Form 27-B ), the total advances m ade to him in the runn
account bills (Form 27-A ) or other
recoverable paym ents w ill be deducted by short paym ent from
the total value
of w ork done, and the recoveries so m ade w ill be show m inus
n figures
as under
the suspense heads concerned, in which
the plusfigures w ill already outstanding.
be
E.—CONTRACTORSLEDGER
A ccounts of the transactions relating to lum p-sum contracts should be m aintained in the contracto
ledger, Form 43, in the m anner described in section “G “of C hapter X , subject to the follow in
subsidiaryinstructions.
A s all interm ediate paym ents' m ade on Form 27-A are as regarded
advances, no figure therefrom will be
posted in colum n 9, which is intended
to show the am ount creditable to contractors' account on
account of the value of w ork done. The first and last entry which will appear in this colum n will be
the figure “F “given in Part I of the final bill form 27-B. Colum
neednnot
10 be posted at all.
Figures forp o s tin g t h e other columns 4. 5, 6 and 8, are indicatedin the bills (Forms- 27-A and 27-
B) by the samedisting uishingletters D, F, G and H respectively, which have been used to
denote the corresponding entries inth e ordinaryh ill Forms25, 2fi and 27.
CHAPTER XII.—MANUFACTURE ACCOUNTS.
A .— INTRO DU CTO R Y
When materials are manufactured departmentally, either for the general requirements of works
or for a particular work, a separate account, called a manufacture Account, must be -kept
6f the transactions connected with each manufacture. See also paragraph 376.
The detailed accounts of the expenditure on a manufacture are maintained in the same way as
the accounts of a work and, in addition, an account is kept of the quantities and values
of the products of the manufacture. The two sections of the accounts are known,
respectively, as the "operation" and the "outturn" accounts.
The ordinary forms of the Registers of works are unsuitable for recording the progress of the
transactions of a manufacture. Form 42, Register of Manufacture, should be used
instead.
It is essential that the accounts of a manufacture shall not remain open indefinitely. If the
operations are seasonal, the accounts of each season should be kept separate and
closed as soon as the operations are closed. In cases in which operations are continuous,
the accounts must nevertheless be closed periodically, but at least once a year.
B. --- OPERATION CHARGES
A Manufacture Account is debited directly with (1) the value of raw materials issued from stock
or obtained otherwise, (2) the cost of the labour employed, and (3) other incidental
charges connected with the operations.
The following directions apply to certain special incidental charges :—
Capital charges, such as the cost of lands, kilns, special plant, etc., incurred in .connection
with a manufacture which does not extend beyond a single season, are debited wholly to
the account of the manufacture.
Capital charges in connection with a manufacture extending over more than one season
should be debited, in the first instance, to a Special account under the sub-head ''Land,
Kilns, etc.," of the Stock account. This account should also be debited with the cost of
repairs and renewals of the kilns, etc. All these charges should be recovered in suitable
installments by debit to the "operation" accounts of the several seasons, the number of
installments and the amount chargeable for each season being determined on the
merits of each case, under the orders of competent authority.
Note 1.—The decision as to the suitable installments whereby the " Land
Kilns, etc." account is to be cleared periodically, as given by the
authority sanctioning the initial charge, should be recorded in the
Register of Stock, Form 12, and not deviated from without the further
orders of that authority.
Note 2.—When the land, kilns, plant, etc., acquired for departmental
manufacture operations are leased to a contractor of the division or
other person, the rent charged should be credited to this special account
and not to Revenue.
If the manufacture is undertaken on behalf of other divisions,, departments or
Governments or of local bodies or individuals, a charge should be made on
account of establishment' and tools "and plant, if leviable under the rules, vide
Appendix 5,.' for outlay on works undertaken on their behalf.
Save as provided in clause (c) above, no charge is permissible on account of the
general establishment and ordinary tools and plant charges, or on account of
interest on the capital1 cost of the land, kilns, plant, etc., though all these charges,
should be included in any pro forma accounts of the manufacture operations of the
division, which may be prepared under the orders of the local Administration, with
a view to compare the cost of articles manufactured departmentally with the rates
charged by suppliers.
The accounts of road metal digging are not treated as manufacture accounts, but the
charges connected with land and quarries, acquired for such operations should be
dealt with in accordance with paragraph 165. ,
C.—VALUE OF OUT TURN.
A manufacture account is credited with the values of the manufactured articles and of the
surplus materials sold or otherwise disposed of (paragraph 251).
The outturn account referred to in paragraph 331 should show, month by month, the
quantities and values of each class of articles manufactured, compared with the
corresponding figures shown in the estimate (if any). The detailed account for each
month should be prepared in Form 36, Outturn Statement of Manufacture, and
should be attached to the Works Abstract for the operation.
The rates for valuing manufactured articles should be so fixed as to represent, as
accurately as possible, the actual cost of manufacture per unit, but should not
exceed the-market rates.
D.—GENERAL ACCOUNT
A Manufacture Account is essentially a suspense account, as the cost of the operations
cannot be cleared finally until they ate closed. Manufacture transactions are,
therefore, recorded under a distinct subhead, called."Manufacture" of the Stock
suspense account.
In the Stock accounts, the manufacture transactions should be recorded thus—
"Operation" charges should be shown as receipt of Stock under the sub-head
"Manufacture", charges representing value of Stock materials issued to manufacture
being simultaneously treated as issues of Stock under the sub-heads concerned.
All outturn should first be brought formally on the Stock account, by crediting its value to
"Manufacture" and simultaneously snowing the articles as receipts of Stock under the
sub-heads concerned.
Note 1.—If the rate at which any article of outturn, manufactured for a
particular work, is valued, turns out to be different from the Issue Rate of a
similar article already in stock, the value of the two articles may be averaged
for the purpose of stock-accounts, allowance being made necessarily for
the different qualities at the different values.
Note 2.—No Supervision charges is leviable in respect of materials
manufactured on behalf of other divisions, departments, Governments,
local bodies and individuals, which are formally passed through the Stock
account under this paragraph. See also paragraph 335 (c).
The difference between the "operation" and "outturn" should be adjusted under the orders of
competent authority before the accounts of a manufacture are closed. If the orders
issued have the effect of enhancing or lowering the value of the outturn already brought
to account, the adjustment will be made by a suitable entry (without any fresh
quantities) in the Outturn Statement, Form 36; in other cases, the loss or gain, as the
case may be, should be taken to the expenditure or revenue head concerned by a
regular transfer entry, which will affect the "operation" account only. In all cases, the
total "operation" and "outturn" should equal each other on closing the Manufacture
Account. See also paragraph 123, Note 2.
S USPE NSE A CCO U NTS
CHAPTER XIII—SUSPENSE ACCOUNTS
A .— INTRO DU CTO R Y
The account of the minor head 'Suspense", sub-divided into as many of the five heads
named below as may be required, is kept in each division under a single major head of
expenditure unless Government has directed otherwise:—(1) Purchases, (2) Stock, (3)
Miscellaneous P. W. advances, (4) London Stores, and (5) Workshop Suspense.
These heads are of a temporary character and all transactions recorded under them,
are ultimately removed either by payment, or recovery, in cash, or. by adjustment. The
transactions, therefore, consist of both debits and credits, the latter being treated as
reduction of expenditure when making up the account of the major head.
B.—PURCHASES.
W hen materials are received from a supplier or from another division or department, their value
should be credited to Purchases—
immediately on their receipt, if they have been received for a specific work,per
so contra,
that,
the cost may be included at once in the accounts of the work and those accounts, as well as
the connected subsidiary accounts, may take cognizance of the receipt of m aterials at the
earliest opportunity (see paragraph 242 and 247); and
on closing the accounts of the month, if they have been received for stock and paym ent has not
been made for them during the month, so as to secure agreement between theand quantity
value accounts (see paragraph 113).
W hen the actual value of the materials is not known, an estimated figure should be adopted, any
difference being adjusted, as soon as known,plus
by aor a minuscredit to Purchases, as the
case may be.See also Note below paragraph 346.
W hen the price of the materials is paid or adjusted by transfer, the payment should be debited to
Purchases, and the outstanding credit
thus cleared.
Note.—If the amount admitted in payment exceeds the amount credited
to Purchases, the difference should be charged direct to Stock or to the
work concerned.
Unclaimed balances in the Purchases account should be dealt with in accordance with the
procedure prescribed for Deposit balances in paragraph 399. Paragraph 400
regarding the repayment of lapsed deposits applies mutatis mutandis to repayments
of lapsed balances of Purchases.
The account of this head should be kept in Form 67, Suspense Register, the details being
recorded in a separate set of folios for each of the two headings (1) Purchases for
stocks, and (2) Purchases for specific works.
S USPE NSE A CCO U NTS
C— STOCK.
'The head "Stock" is opened in all divisions in which stocks of materials are maintained for general
purposes,vide paragraph 125 of the Central Public W orks Departm ent Code. In divisions in
which no -stocks are m aintained, this account should be opened only when any ture
m anufac
operations are undertaken.
The m oney lim it for the stock reserve of the division, prescribed by the local Admvide
inistration,
paragraph 125 of the Central Public W orks Departm ent Code, is m eant to be applied to the
value of m aterials acquired or manufactured for stock purposes only. Excesses over this limit
are, therefore, permissible only when caused by unadjusted expenditure on • m anufacture
operations connected with specific sanctioned works.
The account head "stock" is debited with all expenditure
nected
con with the acquisition of stock
m aterials and with all manufacture operations, and with the expenditure incurred on storage. It
is credited with the value of m aterials issued to works or sold, transferredwise or other
disposed of, and the balance of the account will represent the book value of the m aterials in
Stock plus the unadjusted charges, etc. connected with m anufacture,
plus the unadjusted
expenditure on storage.
The sub-heads of the Stock account are:— (1) Small Stores, (2) Building M aterials, (3) Timber, (4)
M etals, (5) Fuel, (6) Painters stores, (7) House fittings, (8) M iscellaneous Stores, (9) Land,
Kilns, etc., (10) M anufacture, and (11) Storage. Nos. (1) to (8) m ay be replaced locally by
other suitable heads, if necessary.

The general account of the receipts, issues and balances of the suspense head "Stock" should
be, maintained in the Suspense Register, Form 67. A separate account should be kept in
respect of each sub-head* the transactions of the several sub-divisions being detailed therein
as separate item s and the totals of all sub-divisions as another. Transfers within the division
should be accounted for against a single item "Deduct— fers
Trans
within Division", before the
total for the entire head "Stock" is struck.
Note.—The clearance of balances under "Transfers, within receive special
attention.
The subsidiary accounts of Stock are described in Chapters VII and XII.
The balance under the sub-head "storage" at the end of a year should be adjusted finally,
vide paragraph 135, on closing the accounts of that year as a "surplus" or "deficit",
i.e., as profit or loss on stock, according as it is a minus or plus balance, and should
not be carried forward to the following year.
D.—MISCELLANEOUS P. W. ADVANCES
Transactions recorded under the head 'Miscellaneous P. W. Advances" are divided into four
classes:—
Sales on credit.
Expenditure incurred on Deposit Works in excess of deposit received.
Losses, retrenchments, errors etc.
Other items.
Note 1.—No charges should be debited to this head on the ground of absence or
insufficiency of sanction or appropriation except as provided in item (2).
Note 2.—Personal advances drawn from the treasury, and audit retrenchments
made from bills cashed direct at the treasury, do not appear in the accounts of
divisionaloffices. Advances made to contractors appear in the accounts of works.
When stores of any kind are sold on credit, their value
(plus, if recoverable, the Supervision
charges referred to in paragraph 127 of the Central Public Works Department Code) should
be debited to Miscella
neous P. W. Advances under the sub-head "Sales on credit", so that
(1) the accounts of Stock or works from which the materials are issued may be kept
correctly, and (2) the recovery of the value from the local body or individual concerned may
be watched through the regular accounts
Note.—In each case there must be authority for the sale on credit.
Outlay on Deposit Works is required to be limited to the amounts of deposits received. Any
expenditure on deposit works incurred in excess of the amount deposited is chargeable
to Miscellaneous P. W. Advances pending recovery, to effect which action should be
taken at once. See paragraph 361.
Under the heading Losses, retrenchments, errors, etc.", appear the following:—
Deficiencies in cash of stock.
Actual losses of cash or stock.
Errors in accounts awaiting adjustment.
Retrenchments and losses of other kinds recoverable from Government servants.
The head 'Other items' is meant for all debits, the allocation of which is not known or which
cannot be adjusted until recovery or settlement is effected or write-off ordered. The following
are cited as examples:—(1) debits, the classifications of which cannot be determined at
once, (2) recoverable debits not pertaining to the accounts of a work, and (3) recoverable
outstanding appertaining to works, the accounts of which are closed (vide paragraph 277
and 291).
Note.—The share of municipal taxes paid by Government on behalf of
tenants of Government buildings should be debited to this head pending
recovery.
Item s in the" "M iscellaneous P . W . A dvances" account are cleared either by actual recovery or by tran
under proper sanction or authority, to som e other head of account Item s or balances w hich m
becom e irrecoverable should not be so transferred until ordered to be w ritten off.
T he detailed accounts of this head should be kept in F orm 67, "S uspense R egister. F or item s falling u
the class "E xpenditure incurred on D eposit W orks in excess of deposits received" details are
necessary, as these are recorded in the S chedule of D eposit W orks, F orm 65. F or each of
other three classes of item s, a separate set of folios should be reserved, and all the item s un
each class should be detailed so that their clearance m ay be w atched individually. A n abstr
should be pre
pared to show the totals of all the classes.
E .— LO N D O N S TO R E S
The head "London S tores" is the suspense head through w hich are passed all transactions connect
w ith stores -obtained through the H igh C om m issioner for Pakistan in the U . K . The objects of th
account are(i) that the. stores received from E ngland are brought on the accounts of S tock or
w orks im m ediately on their receipt, w ithout w aiting for the debit for the paym ents m ade
E ngland by the H igh C om m issioner,
(ii) that w hen the debit precedes the stores the receipt of the
latter is w atched, and
(iii) that in all cases agreem ent is secured betw een the debit to Stock or
w orks, and the paym ents m ade in England.
W hen the stores arrive, this head should be credited, and the accounts of the w orks concerned or S to
should be debited, w ith the cost of the quantities actually received, the am ount being determ ine
by converting the invoiced sterling value into rupees at the official rate of exchange, (w hich w ill b
com m unicated by the A ccountant G eneral) for the m onth in w hich the paym ent w as m ade
E ngland.
Note.—If the month of payment is not known, the average rate of
exchange for the month in which the stores were despatched from
England should be adopted provisionally, subject to adjustment on receipt
of the debit for payment.
When the debit for the payments for stores made in England, which will be calculated in
rupees at the official rate of exchange for the month of payments, is received from
the Accountant General, the head London Stores should be debited and the head
Public Works Remittances credited.
Charges in Pakistan (e.g., balance of sea-freight and carriage and incidental charges)
should be debited direct to Stock or works concerned unless incurred prior to the
arrival of the stores in- the division, in which case they should be debited to
London Stores, and on receipt of the stores the debit should be transferred to the
relevant accounts of works or Stock, when making the adjustment of cost as laid
down in paragraph 363
A surcharge at the rate fixed by Government from time to time, to cover departmental
expenses and marine insurance is added by the High Commissioner for Pakistan
in the U. K. to the invoiced price (including freight) of all European Stores obtained
through him by Provincial Governments, Commercial Departments, including
Irrigation Works, Government commercial undertaking, Local Funds. States,
private individuals,, etc., in calculating the debitable to or recoverable from these
various sources.
Note 1.—When under special arrangements the contractor undertakes to
deliver stores at a Pakistani port and not at the Stores Office in London, the
surcharge leviable: will be only for departmental charges.
Note 2.—The extra charge for marine insurance covers the risk of losses
during the-voyage to Pakistan and not losses between the ship's side and
the shore.
Note 3.—The adjustment of the surcharge is made by the High
Commissioner for Pakistan in the U.K. A similar extra charge should be made
in Pakistan for stores-imported from England for the Central Government
but eventually transferred to Provincial Governments, etc. In such cases
the amount of the surcharge should be credited in the Central section of the
accounts under "XLVI—Miscellaneous—Miscellaneous— Percentage
chargeable on European Stores for Provincial Governments, etc ".
Note 4.—In making recoveries from the agents of Vessels on account of
short: delivery of stores, the surcharge should not be added to the invoiced
value of the stores-(including freight).
The balances at credit of this head represent the value of stores received for which no
debits for payments in England have come to hand and debit balances indicate
payments for stores which have not yet been received. All balances should be
watched with' a view to early clearance,, special reference being made at once to
the Accountant General in respect, of each item of the former class.
Balances due to short deliveries, etc., which cannot be cleared by recovery of cost are not
adjustable until their write-off has been sanctioned by competent authority.
The transactions under this head should be recorded in detail in a monthly schedule,
Form 71, Schedule of London Stores.
Indents on the High Commissioner for Pakistan in the U. K., should indicate the detailed
classification of the charge which in the case of the Public Works Department, is
always the head "Charges in England—Stores-for Pakistan" subordinate to the
major head under which the suspense head "London Stores" of the division is
classified: see paragraph 343. In each case the following particulars should be
added:—
whether the charges are debitable to Central—Civil,
whether the expenditure is "charged" (non-voted) or "voted" Thus, in a division, in
which the London Stores account is kept under the major head "50—Civil Works",
an indent for stores required partly for works of Government and party for Deposit
Works, will be classified as shown below:—
50. — Civil Works—Charges in England—Stores for Pakistan.
Central—Civil.
Voted.
F.—WORKSHOP SUSPENSE
When a workshop has been established, the accounts of which are kept in accordance
with the rules in Chapter XIV, all direct outlay on the jobs executed and on other
operations of the workshop is passed through the suspense head "Workshop
Suspense" and a separate account is kept under it of each job or operation, so that
all charges relating to each, may be collected and charges of a general nature may
be suitably distributed over all the jobs or operations affected, before the total cost
recoverable is determined.
The recorded expenditure on a job is removed from the suspense head only when, and to
the extent that, an adjustment is affected against the deposit received or against
the service or other head concerned, vide paragraph 383. This removal is effected
by a credit to the account of the job. But when any charges are transferred from
one job or operation to another, the transfer should be made by plus and minus
debit entries.
On the completion of a job, all outstanding charges on it must be debited, as soon as
possible, to the head concerned, but in cases where this cannot be done, as in the
case of expenditure incurred in excess o f th e d e p o s it re c e iv e d , th e u n a d ju s te d a m o u n t s h o u ld
b e tra n s fe rre d to he
th ae d "M is c e lla n e o u s P . W . A d v a n c e s " p e n d in g s e ttle m e n t.
The detailed account of the transactions under this head should be kept in a suitable form
prescribed in accordance with the rule in paragraph 377, the object being to
maintain account showing the cost of each job-or operation and its adjustment
from time to time.
CHAPTER XIV.—WORKSHOP ACCOUNTS.
A .— INTRO DU CTO R Y
The accounts to be kept in a workshop depend on the extent of the operations and the size
of the shops.
When there is a small shop in a division for the execution of repairs to tools and plant or of
small manufacture jobs, the accounts of works executed in such shops should be
kept in the forms prescribed for repair works or manufacture operations, as the case
may be.
Larger workshops, with special plant or machinery are treated as separate sub-divisions, or
divisions, for account purposes. When such workshops are of the character of quasi-
commercial undertakings, the system of accounts will be that prescribed locally for
similar undertakings. When they are run mainly for departmental purposes, the
accounts should be kept in accordance with the instructions laid down in this chapter.
In either case, the exact forms to be used and the procedure to be observed will be
settled by the local Administration in respect of each workshop in consultation with
the Accountant General.
For every job there must be an estimate of cost (providing for all charges, including the
prescribed percentages for indirect charges, vide paragraph 38.4) sanctioned by
competent authority and accepted by the indenting officer, local body or individual:
see also paragraph 379. The amount to be realised from the indenting party will,
however, be based on the actual cost including indirect charges, though the
authorised limit of cost, which the officer in charge of the workshop may incur
without further authority, is that shown in the accepted estimate.
Note.—If the execution of a job for another division, department or
Government is likely to extend beyond one financial year, the limit of the
cost which may be incurred in each official year should also be settled
beforehand.
No work should b; undertaken for municipalities or private parties before the whole
estimated cost, including all charges for supervision, profit, etc., that may be leviable
under the rules for the time being in force, has been paid to the Divisional Officer, or
into a treasury to the credit of the Public Works Department. This rule may be
relaxed at the discretion of the Divisional Officer, or Superintendent of the workshop,
in the case of Government officers where full recovery is not open to doubt. In such
cases a rough estimate of the probable cost must be prepared in advance and the
officer concerned required to give an undertaking that he agrees to pay the actual
charges in full on completion of the work. The full expenditure incurred must be
deducted from the officers pay for the following month. In all cases, prior to work
being put in hand, an undertaking should be procured from the party concerned that it
will not hold the Department responsible for loss by fire or theft or any other factor
which could not be foreseen, when the estimate was prepared. In cases where it is
found that the original estimate is likely to be appreciably exceeded, a revised estimate
should be prepared and the procedure outlined above adopted. The cost of the
operations should be charged monthly to the head "Miscellaneous P. W. Advances",
pending recovery.
B.—DIRECT AND INDIRECT CHARGES.
Receipt and expenditure transactions in connection with the workshops are brought to
account as follows:—
Where capital accounts are kept of a workshop intended mainly for the needs of the
Irrigation Branch (i.e., if the workshop is to be regarded as beiag on a <jr«as/-commercial
basis), the capital expenditure should be recorded under the relevant division and sub-
division of the major head 68. Receipts representing recoveries of capital expenditure
will be taken in reduction of such expenditure, while revenue receipts and working
expenses will be booked under ^the minor heads, opened under the corresponding
division and sub-division of the major head XVII, divided so as to meet the requirements
of the Pro forma accounts of the shop (vide paragraph 386).
Note.—The procedure described above will apply mutatis mutandis to the
transactions of a workshop established for any other system or project for
which regular capital accounts ;are kept.
Where capital accounts are kept of a workshop intended mainly for the needs of the Civil
Works Branch, all expenditure incurred upon it, whether of the nature of capital or of
working expenses, should be recorded under the major head 50. Recoveries of capital
expenditure will be taken in reduction of such expenditure; revenue receipt will be booked
under the minor head, opened under the major head XXXIX, entitled "Receipts from
Workshops", divided so as to meet the requirements of the Pro forma accounts of the
shop.
Where no capital accounts are kept of a workshop, for whichever branch intended, all
expenditure should be booked under the major head 18 or 50, as the case may be, and
all receipts, whether "recoveries of expenditure" or "revenue receipts", under the minor
head "Miscellaneous" of the corresponding revenue head XVIII or XXXIX.
All Capital charges on buildings, plant and machinery and stock ^materials, and all charges
incurred on their maintenance and on the upkeep of the necessary general
establishment, should be accounted for as ordinary Public Works transactions under
the major head concerned, in accordance with the preceding paragraph and under the
general instructions of other Chapters of this Code. These are charges which neither
pertain to any individual job executed in the shops, nor are capable of direct
apportionment amongst all the jobs, and are, therefore, met out of the grants of the
Department, the distribution of such charges over individual jobs being made in
accordance with the rule in paragraph 384.
All other expenses connected with the operations of a workshop are debitable to the jobs
concerned, and should therefore, be accounted for under the suspense head
"Workshop Suspense" vide paragraphs 371 to 374. The charges pertaining exclusively
to any job should be debited Jo it at once, and those of a general nature should be
treated, in the firm instance, as general charges (under one or more suitable headings)
and apportioned subsequently amongst the jobs concerned in accordance with a definite
procedure.
Note 1.—This paragraph does not apply to incidental charges connected
with the stock of materials which should be dealt with under paragraph 381
and 124.
Note 2.—All liabilities should be taken into account, even though
undisbursed, so that the general charges may be correctly allocated
month by month, and the recorded expenditure on each job may represent,
as far as possible, the actual cost up to date.
In the case of jobs of all classes, the cost of operations should be cleared or adjusted in
transfer (paragraph 372, as the case may be, month by month, but in the following
cases the accounts of a job may be settled once a year in March, or in an earlier
month if the job is. completed earlier (vide paragraph 373) :—
When the total cost during the year is not larger than Rs. 500.
W h e n th e m o n thly se ttle m e n t o f ac co u n t is inc o n ve n ie n t to th e in d e n tin g divisio n , d e p a rtm en t o r
G o ve rn m e n t.
Note.—When the estimated cost of a job it recovered in advance, it should bein kept
deposit in the first instance, and the adjustments of actual cost made under this
- para
graph should be effected against the deposit, the unexpended balance being
refundedonly when the job is completed and the account of it settled.
In addition to the direct charges referred to in paragraph 382, the account of each job should be
debited, not through the W orkshop-Suspense account but directly under the head of
account concerned, with suitable percentages determined by the local Administration, in
'consultationwith, the Accountant General, to cover the indirect charges enumerated
below:

Supervision charges under paragraph 127 of the Central Public Works Department Code.
Interest on the capital cost of buildings, plant and machinery.
Maintenance charges of buildings, plant and machinery.
Depreciation of buildings, plant and machinery.
Establishment charges (including 1 per cent, on account of Audit and Accounts Establishment}:
see rule 6 of Appendix 5.
See also paragraph 381.
The percentage for Supervision charges should be calculated on the-value of materials
issued to each job. The other charges are ordinarily calculated on the total cost of labour and stores
pertaining to the job. It is usual to charge a further percentage on account of profit except in the-
case of jobs executed for other divisions of Government.
Note.—The percentage realised on account of establishment charges is treated as.
reduction of expenditure or as revenue receipts, as the case may be, in
accordance with, the provisions of Rule 8 of Appendix 5 and Statement E of
Appendix 2. All other percentages are treated as revenue receipts.
The indirect charges referred to in paragraph 384 should be brought to account
whenever the settlement of the account of direct charges, is effected under paragraph 383.
C.—ANNUAL ACCOUNT AND REVIEW
Annually, Pro forma accounts of each workshop should be prepared, consisting of—
the C apital A ccount, show ing, the values (after m aking
lowdue
ance A for
l depreciation) of the
buildings, m achinery and plant,
and stock, and the outstanding balance of the W orkshop
S uspense Account.
the O utturn A ccount show ing, in such detail as m ay be necessary, the charges on labour and store
and the general and indirect charges, and
the P rofit and Loss A ccount, show ing on the one side the actual w orking liabilitiese.g.,
of the year,
(a) interest calculated on the m ean capital of the year under all the heads nam ed(b) in (i) above,
the actual m aintenance charges of buildings .and m achinery and plant, (c) depreciation
buildings, m achinery and plant calculated on the capital value thereof (d) general
and
establishm ent chargesplus (1) a suitable addition thereto on account of leave and pensionary
charges and (2) one percent, for audit and accounts establishm ent, only on such jobs in respe
of w hich this percentage is not credited
to the m ajor head "26— Audit" or "XLVI--M iscellaneous--
Fees for G overnm ent A udit" in the regular accounts
(vide rule 7 ofStatem ent E of Appendix 2);
and O H the other side the percent
age charges m ade under paragraph 384, excluding the 1 per
cent, for audit and accounts establishm ent credited to "26— A udit" or "X LV I— M iscellaneous—
Fees for G overnm ent Audit".
Note.—The Stock account should be treated as a part of the Workshop
account, only if, and to the extent, the reserve stock is declared by the local
Administration to be part and parcel of the shops. When the whole or
part of a stock is merely an adjunct to a workshop, neither the interest
charges on it nor the losses or gains (including supervision charges)
arising out of it, should appear in the Profit and Loss account of the
workshop.
Subject to such directions as may be given by the Auditor General in this behalf, the Accountant
General will review the annual accounts of a workshop, in consultation with the officer in
charge of it, and report to the local Administration on its financial wording, specially bringing
out the necessity, or otherwise, of revising the percentages fixed for the several charges
referred to in paragraph 384 above.
Note.—To facilitate the review of percentages it will be found convenient to
show, >in the Profit and Loss account, not only the figures of the year but
also the progressive figures of the year but also the progressive figures of
the year, commencing from a suitable date.
CHAPTER XV.—DEPOSITS.
A—INTRODUCTORY
Deposits transactions of the Public Works Department are of two kinds:-
I.—Public Works Deposits, which pass through the regular accounts of the division,
II.—Interest-bearing Securities.
Deposits of the first kind comprise transactions 6f the following classes, which are passed
through the head Public Works Deposits:—
Cash deposits of subordinates as security,
Cash deposits of contractors as security,
Deposits for work (other than Takavi Works) to be done,
Sums due to contractors on closed accounts,
Miscellaneous deposits.
The interest-bearing securities referred to in class II are deposited by subordinates and
contractors. These do not pass through the regular-accounts of the division.
B.—SECURITY DEPOSITS
Security deposits of subordinates and contractors, whether made in cash or in one of the forms
of security referred to in paragraph 390, are-covered by a bond or agreement setting forth
the conditions under which the security is held and may be ultimately refunded or
appropriated. Reference-to such bond or agreement should be recorded in the Deposit
Register or the Register of Securities as the case may be.
The recognised forms of Interest-bearing Securities, and the rules to which they are subject, are
indicated below:—
Under the rules in Chapter IX of
Government Securities other than Post Office the Government Securities Manual
5-Year Cash Certificates issued by the authority of the
Municipal Debentures and Port Trust Bonds Central Government.

Under the rules for Post


Post Office 5-Years Cash Certificates. Office 5-Year Cash
Certificates and for depositors
Post Office Savings Bank Pass Books. in Post Office Savings Banks
issued under the authority
of the Central Government.

Deposit receipts of recognised banks approved by the local Administrations subject to


such special orders, as may be issued' by Government in this behalf. Such receipts
will be accepted on the understanding that Government is not held responsible for
any loss that may result from the failure of the bank or to any other cause and that
if the security is lost; the loss will fall on the depositor, who will be required to
furnish fresh security. The deposit receipt should be made out in the name of the
pledgee and held in custody by such officer as the local Administration may
prescribe. The depositor should receive the interest, when due, direct from the
bank,: on a letter from the pledgee authorising the bank to pay it.
Government paper tendered as security shall be taken at its market value at the time of
deposit and not at its face value. In the event of such security appreciating or
depreciating, no re-adjustment of the value of the Government paper should be
made unless the fall or rise in the market value is such as to render it necessary to
call upon the depositor to produce further Government paper to the extent of at least
Rs. 100, or to involve the return to the depositor of Government paper to the same
extent. Even then no such adjustment should be made, unless after such adjustment
there is still a reasonable margin between the market value of. the Government
paper tendered and the amount of the security necessary.
Note 1. — These instructions apply also to Municipal Debentures and
Port Trust Bonds tendered as security.
Note 2. — Post Office 'Cash Certificates tendered as security should be
accepted at their surrender value at the time of deposit.
Security Deposits lodged in the post Office Savings Bank should be hypothecated to the
Divisional Officer, or to the. Sub-divisional Officer if this has been specially authorised
by the local Administration. The Bank Pass Books should remain in the custody of the
officer to whom the deposits are pledged.
Note —Alt the Pass Books should be sent to the Post Office as soon as
possible after the 15th June each year in order that the necessary entries
on account of interest may be made in them.
Cash deposits of subordinates and contractors may be converted, at the cost of the
depositor, into one or more of the forms of interest-bearing securities provided —
that, the depositor has expressly desired this in writing, and
that the acceptance of the new form and security is permissible under the rules as well
as under the terms of the agreement or bond.
Note. — Cash which has actually been received or recovered may be
converted even though the full amount of the deposit, which is being paid
in instalments, has not yet been, realised.
Percentage deductions for security deposit made from contractors, bills should be credited to
the head "Public Works Deposits-Cash deposits of contractors". As an exception to
this rule, the security may be. exacted by withholding from payment the required
percentage of the value of work actually measured and passed, if the total amount
recoverable on this account during the official year in any case is so small that its exclusion
from the works outlay of the year is not likely to affect the grants appreciably. The limit
fixed for the purpose is Rs. 500 for each work. Amounts thus withheld appear in the
suspense account, "Contractors—Other Transactions", of the work concerned, vide
paragraphs 270 and 274.
Without the special orders of competent authority, no security deposit should be repaid or
retransferred to the depositor, or otherwise disposed of, except in accordance with the
terms of his agreement or bond.
Note.—The depositor's acknowledgment should be obtained in all cases of security
returned. When an interest-bearing security is returned or re-transferred, the
acknowledgment should set forth the full particulars of the security.
C.—OTHER DEPOSITS
I.— For W orks
Deposits for works other than takavi works are passed through the head "Public Works
Deposits", Such works are known as Deposit Works and the detailed rules relating
to them are given in Chapter XVI.
II.—Contractors' Closed Accounts.
Under the rules in paragraph 277 sums due to contractors on closed accounts may be
placed in the Deposit account. When a sum so held in deposit is ultimately paid to the
contractor concerned, his acknowledgement should set forth such particulars as would
establish the settlement of his account in connection with the work concerned.
III.—Miscellaneous.
All other deposits are classed as Miscellaneous Deposits. This head also hold, until
clearance, all item of receipt, the classification of -which cannot be determined at
once, or which represent errors in accounting awaiting adjustment.
D.—LAPSED AND CONFISCATED DEPOSITS
In the accounts for March each year, the following classes of items in the Public Works
Deposits account should be credited to Government as lapsed deposits:—
Original deposits not exceeding one rupee remaining outstanding for one whole account
year,
Balances not exceeding one rupee of items partly cleared during the year then closing,
Balances unclaimed for more than the three complete account years.
N ote.— For the purpose of this rule the age of a repayable item or of a balance of
it, is to be reckoned as dating from the tim e w hen the item or the balance, as the
case m ay be becam e first repayable.
See also the Note below Rule 635 of the
Treasury Rule Volum e I.

Deposits credited to Governm ent under paragraph 399,fiscatedor con under the provisions of an
agreem ent or bond,\cannot be repaid without pre-audit by the Accountant G eneral who will
authorise payment on ascertaining
(1) that the item was really received.
(2) that it was credited
to Government as lapsed or confiscated,(3) and
that the claim ant's identity-and title to the
m oney are certified by the Divisional Officer. The am ount repaid should be treated as a refund
of receipts under the major head to which it was credited and the repaym ent should be noted
in the Deposit Register against the entry for its credit to Governm
videent,
paragraph 189.
E.— ACCOUNTS OF PUBLIC W ORKS DEPO SITS.
I.—Deposit Register
A record of the transactions relating .to Public Works Deposits should be maintained in the
divisional office in a register in the same form as the Suspense Register, Form 67. This
Deposit Register should show, month by the month, the total receipts and adjustments
and the closing balance of each separate deposit item; but in respect of deposits for
work to be done which are accounted for in detail in the Schedule of Deposit Works,
Form 65, a single entry for all such deposits will suffice.
II.—Schedule of Deposits.
From the Deposit Register a monthly extract, known as the Schedule of Deposits, Form 78,
and showing for each item the opening balance, the receipts and adjustments of the
month, and the closing balance, .should be prepared for submission to the Accountant
General. The entry for deposits for work to be done will be supported by the Schedule
of Deposit Works.
Note.—In the case-of divisions where the total number of outstanding items
under Public Works Deposits is usually very large but the number of items
affected by the monthly transactions is small, the Accountant General
may authorize the preparation of the Schedule of Deposits in the alternative
Form 79. This form is in two parts—Part I, Abstract Account, giving the totals
for each class of deposits, and Part II, Detailed extract from the deposit
Register. In Part II, only such items need be extracted from the Deposit
Register as are affected by the months' transactions, but in the schedules
for the months of June, September, December and March all current items
should be shown, including .those not affected by the month's transactions.
F.—ACCOUNTS OF INTEREST BEARING SECURITIES.
Transactions connected with interest-bearing securities do not pass through the cash book
and consequently the regular accounts of the Division unless any cash actually passes
through the hands of officers of the department, which should be avoided as far as
possible. A register of the receipt and disposal of these securities should, however, be
kept in Form 85, Register of Interest-bearing Securities and at the close of the year an
account in Form 86, Account of Interest-bearing Securities, should be prepared from this
register for submission to the Accountant General. This account should be supported by
(1) the acknowledgements (in original) of the depositors for securities returned or re-
transferred to them during the year and (3) the certificate of the Divisional Officer that all
securities .shown as outstanding in this account, or their acknowledgements by the
authorised custodians (vide paragraph 390) are in his possession.
Note 1.—If a security recovered in instalments is being deposited in the
Post Office Savings Bank, no entries should be made in respect of it in the
Register in Form 85, until the security has been fully paid up. But if such
security deposit is to be refunded before the full amount is recovered, it
should be treated as fully paid up and brought on the register before being
refunded. The annual Account in Form 86 prepared from the Register in
Form 85 should be completed in respect of the securities in course of
recovery, by taking the recoveries of the period covered by the Account from
the Deposit Register, verifying them at the same time with the actual
recoveries as shown in the Register of" Recoveries (paragraph {02).
Note 2.—If any Post Office Savings Bank deposits have been hypothecated
to a Subdivisional Officer under paragraph 392, the register for such
securities should be kept by him and he should sign the annual certificate in
respect of them.
Note 3.—The procedure to be observed when a subordinate, who has
furnished an interest-bearing security, is transferred to another division or
department, depends on the terms of the agreement and on the procedure
followed locally in regard to the disposal of" the security. It should be
prescribed by the local Administration in consultation with, the Accountant
General.
CHAPTER XVI.—NON-GOVERNMENT WORKS.
A — IN T R O D U C T O R Y
Non-Government Work are divided into three classes :—(1) Deposit Works. (2) Local Loan
Works, and (3) Takavi Works.
T he general direction for the exhibition in accounts, of transactions relating to contributions from C e
R evenues to Local F unds and public bodies, viceand
versa,as contained in A rticle 34 of the
A ccount C ode, V olum e I, is reproduced below :—
Contributions made by the Central Government to District Boards, Municipalities, etc., or
vice versa, shall be debited as expenditure or shown as receipts (as the case may be) under the
head of account most closely connected with the object for which the contributions are made. Thus
a grant for the construction of a School to "37-Education;" a grant for the construction of a.
drainage system to " 39—Public health "; and a grant for the construction of roads to "50—Civil
Works"; while a grant given for general purposes, such as a grant to make good a deficit or as
compensation for revenue resumed, shall be classified under " 57—Miscellaneous".
If the financial assistance given by the Central Government to a local body does not take the
form of a grant of cash but of expenditure in the Public Works Department, equivalent to the
whole or a part of the cost of a work constructed by that department on behalf of the local
body concerned, the contribution thus made should be charged as expenditure under
the minor head " Grant-in-aid " of the Public Works Major Head concerned, irrespective
of the object of the assistance.
A contribution paid by a local body with the express object of meeting the whole or a part of the
cost of construction, by the Public Works Department, of a specific work which is
eventually to be the property of Government, should be credited in the Public Works
accounts to the Debt head '. Public Works Deposits ", The contributions should, for
accounts purposes, be divided into two parts, the one representing a share of works
expenditure and the other the usual percentages on that share to cover charges for the
Public Works establishment and tools and plant; and the expenditure as actually incurred
together with the percentages should be debited against it.
In the Public Works accounts, contributions made to local bodies are debited to the minor
head "Grants-in-aid", under the major head "50—Civil Works" or "18—Other
Revenue Expenditure"; as the case may be. See also note I below paragraph 311.
When works already constructed or land already purchased, are transferred, free of charge; to
local bodies no re-adjustment of the accounts of cost is necessary.
Note.—The rule in this paragraph does not apply to Irrigation, Navigation,
Embankment and Drainage Works for which capital accounts are kept.
For every Non-Government Work there must be .a duly sanctioned detailed estimate or requisition,
as the case may be, in the same way as for a Government Work.
NO N-GOVERNMENT W ORKS
B.—DEPOSIT WORKS.
I.— G e n e ra l
When a Deposit work is to be carried out, the local body or other party concerned should
advance the gross estimated expenditure, which is payable by it, to the Divisional Officer
in one lump sum, or in instalments, and by such dates as may be specially authorised by
the local Administration, vide paragraph 110 of the Central Public Works Department
Code. The amount received should be credited in the accounts to the head "Public
Works Deposits", against which will be debited all expenditure incurred up to the
amount of the deposit. As regards expenditure in excess of deposit see paragraph 357.
N o te.— If p re ferred , th e loc al bo d y co nc ern ed m ay b e a uth o rised to p ay th e d ep o
d irec t in to the treas ury. In th is case , th e a cco m p any in g cha lan s ho u ld state clear
th a t th e am o u n t is cred itab le to th e P ub lic W o rks D ep artm en t, n am in g the d ivisio
an d thew ork to w hich the deposit relates.
A consolidated record of the transactions of a month relating to all Deposit work of the
division should be prepared in Form 65, Schedule of Deposit Works. This schedule
shows, in respect of each work, the amount of deposit received and the expenditure
incurred, both during the month and up to date.
N ote.— R efunds of unexpended balances of com pleted w orks should be taken in
reduction of the deposits and, therefore, show n in the S chedule
m inus as
realizationsand not as expenditure.
The amount of each deposit should be rateably divided into two parts, one representing the
share available for works expenditure the other the total amount chargeable for
establishment, tools .and plant and audit and accounts charges, if any, recoverable
under the rules, vide Appendix 5. In the schedule, the deposit received for each work
should be numbered as a single item, but the transactions relating to the two parts of it
should be shown separately, thus—
For Works- expenditure
For Percentage charges
The percentage leviable should be adjusted month by month as the works expenditure is
incurred, but the Accountant General may authorise the adjustment to be made once a
year in the account for March, provided that if the accounts of a work are closed in an
earlier month the adjustment must be made in that month.
II.— D is tric t F u n d W o rks .
The account procedure prescribed in paragraph 409 to 412 is also applicable to Deposit works
executed on behalf of District Boards, but the simpler procedure described in
paragraph 414 to 417 will be found more convenient and is, therefore, recommended
for general adoption in respect of District Boards whose balance are lodged in the
Government treasury.
NON-GOVERNMENT WORKS
All expenditure on works incurred on behalf of a District Board! should be recorded in the accounts
of Public _ Works officers as debitable,-to the head "Deposits of Local Funds—District Funds",
A Schedule of Works Expenditure in Form 63 should be prepared, and the total expenditure of the
month should be shown separately for each District Board in the Schedule of Debits to
Miscellaneous heads of Account, Form 76.
No deposit account of such works should be kept in the ^division, nor should District Boards be
required to deposit the cost of works as the expenditure incurred monthly will be adjusted
against the funds of the District Board concerned by the Accountant General.
The percentage leviable (vide paragraph 411) should be adjusted month by month as the works
expenditure is brought to account.
III.—Municipal, Cantonment and Port Trust Fund Works.
The special rules in paragraphs 414 tow ill
417 apply" to D eposit
W orks of M unicipal, Cantonm ent and
Port TrustFunds, w hose balances
are lodged in the G overnm ent treasury.
C.—LOCAL LOAN WORKS.
The rules (Rule 663 of the Treasury Rules, Volume I) under which payments on account of
Local Loan Works may be made in the Public Works Department are reproduced
below:—
Every loan granted to a State, which has acceded to Pakistan, Municipality, Port Trust, or
any other quasi-public body or person will be recorded in the books of the Accountant
General and no pan of it can be issued except under his authority.
No department or Government officer may incur any expenditure or any liabilities against a
sanctioned loan, unless a statement in writing is first obtained from the Accountant
General that the amount is available put of such a loan, and has been placed in a
separate account so as to be available for the proposed expenditure.
* * * * * * * * *
Funds spent under clause (ii) shall reckon for interest as if they were drawn on-the last day of the
m onth in the accounts of which they are included by the; spending departm ent or officer.
Expenditure on a Local Loan Works, including the. portion of expenditure on a joint work,
which is incurred against the.-sanctioned loan in accordance with the foregoing rules
and under orders of competent authority, should be accounted for under the head
"Q—Loans and Advances by the Central Government" and shown in the Schedule
of Debits to Miscellaneous heads of Account, Form 76, supported by a Schedule of
Works Expenditure.
All charges debitable to a loan should be brought to account as they occur, so that the
interest charges may be correctly calculated and adjusted in the Accountant
General's office.
N ON -G O V E R N M E N T W O R K S
Note.-—This rule applies also to the percentages (vide paragraph 411)
leviable under the rules which should, therefore, be adjusted monthly by
inclusion in the schedule of Works Expenditure.
The limit of funds set aside for expenditure on a work during the year should be ascertained
from the Accountant General by the officer authorising the expenditure, and
communicated to the Divisional Officer for guidance. This limit should be treated as
the appropriation for the work and should not be exceeded without special orders.
D.—TAKAVI WORKS.
I.—Provision of Funds
It is not imperative, as in the case of a Deposit Work, that the estimated cost of a Takavi W ork shall
be deposited by the person or sons
per interested in the work, before expenditure is incurred
on it, as, if the amount due is not received in cash direct from them, it is recoverable through
the District and Revenue Authorities in the same way as arrears of Land Revenue.
Endeavour should, however, be made to effect direct and prompt recoveries of the probable
costs of Takavi Works, as recoveries through the District and Revenue Authorities cause
considerable trouble and delay in adjustment.
II —Accounts of Expenditure
The transactions relating to Takavi W orks should be recorded under the head Takavi Works
Advances, the full name of which is "P. — Deposits and advances not bearing interest—
Advances Repayable—Civil Advances-V-Advances of the Public Works Department". They
should be accounted for in the Schedule of Takavi W orks, Form 66, which shows the
expenditure incurred on each work, the amount realised on account of it, and the
outstanding balance of the account.
The rules in paragraphs 411 and 412 relating to Deposit Works mutatis
apply, mutandis,to Takavi
W orks. Note below paragraph 410
also applies.
The accounts of all works of constructions or of special repairs should be closed as soon as the
work is completed. Ordinary main
tenance and repair works should, however, be considered
as completed on the 31st October of each year (or any other date that may be prescribed by
the local Administration as the last date of the takavi year) andditure
expenthereon incurred
subsequently should be accounted for as pertaining to a new work of the following year, so
that the transactions and balances relating to each takavi year may be kept distinct and
separate.
III.—Recovery through District and Revenue Authorities.
The following procedure is prescribed for effecting recoveries, through the District and
Revenue authorities, on account of the cost of individual Takavi W orks, not covered by
cash deposits received direct from the cultivators concerned:—
A certificate showing (1) the full nam e of the work, (2) the nam e and address of the responsibl
cultivator or cultivators, (3) the authority for undertaking the work, (4) the total ture expendi
incurred, (5) the am ount (with full particulars), if any, recovered in cash, and (6) the net am oun
still recoverable, should be prepared, in duplicate, by the Divisional O fficer, on the com pletion o
the w ork (see paragraph 426), andm itted
sub to the C ollector or D eputy Com m issioner of the
District concerned.
O n receipt back of the duplicate copy, duly accepted, theaccepted
am ount should be credited, on the
authority of it, to the Takavi W orks Advances account by debit to the head "Q.— Loan and
Advances by the C entral G overnm ent— Advances to Cultivators" in the Schedule of debits to
M iscellaneous heads of Accounts. Form 76, as the District and R evenue Authorities wil
thereafter be responsible for effecting
necessary
the recovery,
IV .— W a te r-c o u rse s .
The following rules apply to such water-courses only as are classed as Takavi Works. The
account rules relating to water-courses of other classes are given in Appendix 4.
CHAPTER XVII.—TRANSACTIONS WITH OTHER DIVISIONS, DEPARTMENTS AND
GOVERNMENTS,
A.—GENERAL RULES
The conditions under which one department of the public service may raise debits against
another department under the same Government, or any department under another
Government, for services rendered or articles supplied to it, are regulated by the
directions contained in Chapter 4 of the Account Code, Volume I.
Note 1 .— Subject to such general exceptions as m ay be authorised by
Governm ent in the case of petty works, all charges connected w ith the
construction and m aintenancebuildings,
of etc., for the several Civil departm ent
of Governm ents will be brought to. account
as expenditure of the Public W orks
Departm ent (Civil W orks Section) or of the Civil Departm ent concerned,
according as the adm inistration of the W ork rests with the WPublic orks
Department or is vested in, or is transferred by a general or special order of
Governm ent from the Public W orks Departm ent to the Department using or
requiring it.
Note 2.— The value of Public W orks stores issued to other departm ents is
chargeableto them .
The cost of land acquired by the Civil authorities on behalf of the Public W orks Department is
debitable in the accounts of the latter as part of the cost of the works for which the land is
taken up; but when it is taken up for two or more non-comm ercial departments conjointly, the
charge is not divided, but is wholly debitable to the departm ent for which the greater part of
the land was taken up, unless there are special reasons, to the contrary.
W hen a special officer is employed for the acquisition of land for the Public W orks Departm ent, the
expenditure on pay, allowances, "etc., of the special officer and his establishment and any
expenditure on contingencies is debitable to the Public Works Department as part of the cost
of works for which the land is acquired. W hen 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., will be borne by the Public
W orks Department as a part of the cost of works for which the land is acquired.
The rent of buildings hired for use as residences of Government servants of any Civil non-
com mercial departm ent is chargeable in the accounts of the Public W orks Department. In
special cases when the hired residences are, under the orders of Government, placed under
the charge of any other department, the charges on account of rent in connection with such
residences will be disbursed and borne by that department. W hen any land or building not
belonging to the Public W orks Department is hired by another department to be occupied for
any other public pur
pose, the rent is payable by the department concerned, and Divisional
Officers do not disburse rent for such premises unless ordered byment
Govern
to do so.
W hen prison labour is employed on Public Works, no charge is. m ade, by the Jail Departm ent if the
convicts are employed on Jail works,, but in other cases the full market value of the works
performed, as certified to by the Divisional Officer, is charged to the Public W orks
Department.
When any land or building is transferred from one department to another, the transfer will be
free of all charge, except when the property is transferred to or from a commercial
department or the Defence Department. In respect of the latter, the transfer of the
property will be effected on the following basis:—
I. In the case of transfer to on from a commercial department—
no charge where the property is borne in the books at no value, and
book value or market value, whichever is less, where the property is valued in the
books.
II. In the case of transfer to or from the Defence Department—
half market value where the property is borne on the books at no value, and
book value or market value, whichever is less, subject to a minimum of half market
value, where the property is valued in the books.
Note.—The above basis of transfer does not apply to the Railway Department.
Services rendered, or articles supplied, by one division to another will not be charged for except in
the following cases:—
Stores—if they are issued from a Stock or Materials account (vide paragraphs 270 and
271) or if their transfer affects a work for which a separate capital account is kept.
Other Services—if they affect the accounts of (a) any work for which a separate capital
account is kept, (b) of a work in progress, or (c) Suspense or Deposits.
Cash recoveries made from employees, contractors, etc., as also revenue realised, by a
division on behalf of other divisions, departments or Governments, should be passed on
to them, the payment being made by book transfer unless payment in cash is
prescribed by rule as sometimes happens, in the case of other departments. Cash
obtained from treasuries on cheques and cash receipts (including surplus cash)
remitted to treasuries, are accounted for as remittance transactions.
B.—ACCOUNTS PROCEDURE.
When a transaction has to be cleared by a book transfer under the foregoing rules, the
transfer should be effected by debiting or crediting it to the remittance or other head
concerned in the Cash or Stock Accounts if it appears therein, or by an entry in the
Transfer Entry Book. See also paragraph 514 in respect of cash obtained from
treasuries on cheques.
Note 1.—Such percentage charges on account of supervision and
establishment and tools and plant as may be leviable under the rules,
should also be included, by a transfer entry, in the amount transferred. See
also paragraph 384.
Note 2.—The cost of workshop jobs need not be adjusted monthly, vide
paragraph 333.
In cases, however, in which the transaction originates in another division, department or
Government, the responding transfer should, as a rule, be made on receipt of intimation
of the original debit or credit, through the Accountant General.
The following are exceptions in which the adjustment may be made without receipt of
intimation from the Accountant General:—
Recoveries of rent realised, on behalf of the Public Works Department, by disbursing or Account
Officers of other account circles. provided the entries are supported by certificates in Form
48, Statement of Rents recoverable in cash or by deduction from Pay bills, signed by
those officers, to show that the amounts adjusted in the accounts have been realised
from the parties concerned. See paragraph 184.
Transactions for which advices and acceptances of transfers are exchanged direct
between one division and another vide paragraph 443.
Original credits afforded in respect of the cost of maps issued by the Map Offices.
Any other transactions authorised by the Accountant General.
The responding division should examine every transfer advised to it for adjustment, but it may
not reject a transfer because the voucher is not in order, or is wanting. Nor may a
transfer advised be partly accepted and partly rejected; it may be rejected altogether if it
does not pertain to the division; otherwise it should be accepted provisionally in full and
the dispute, whether as to the amount or as to other particulars of the transaction,
should be settled separately in communication with the officer who advised the
transfer. See also paragraphs 444 and 44$.
Note.—Railway debits for amounts due on warrants and credit notes passed
on by the .Accountant General for adjustment in the divisional account
should be accepted in full, subject only to readjustment, later on, of under
or overcharges. The responding officer as not responsible for the
correctness of the charges with reference to the railway tariffs but only for
proper scrutiny with reference to the propriety of the charges as against the
head of the service concerned; the calculations made by the Railway
Accounts Department, which are test checked by the Railway Audit
Department, should be accepted as correct.
When a charge is transferred to another division, department or Government for adjustment,
the transfer is required to be supported either by the necessary vouchers, complete in all
respects, or by a certificate signed by the Account Officer of the department originating
the transfer to the effect that the payment vouchers have been duly audited and passed
in accordance with the rules. Divisional Officers are, therefore, responsible for obtaining
proper vouchers in support of all charges to remittance beads in their accounts.
When a transaction originates in a Public Works division, the necessary transfer should
ordinarily appear in the accounts of the division for the month in which the transaction
occurred, but in the case of work done in workshops the cost is adjustable in
accordance with the rules in paragraphs 382 to 384.
In respect of works done in a division for other divisions, departments, or Governments, the
intimation of the transfer will be given after audit, by the Accountant General to the
Account Officer concerned, or to the division or department for which the work is done, if
in the same circle of account. The division undertaking the work" is responsible that the
transactions are brought to account under the remittance or other head concerned,
and that works accounts are maintained and vouchers submitted to the Accountant
General in the same way as for works of the division itself. It will further be responsible
that the estimate and appropriation for the work, as communicated or accepted by
the party for which the work is done, are not exceeded without further authority from
it and if any savings are anticipated, they are notified and surrendered in time.
Note 1.—For the purpose of this paragraph work done includes jobs
executed in workshops.
Note 2.—In the case of works which are assessable to percentage recoveries
on account of establishment, tools and plant, etc., the amount of the
estimate and appropriation, for the work should be rateably broken up into
two parts to represent, respectively, the works expenditure and the
percentage charges.
Note 3.—The provision regarding audit before intimation of transfer may be
relaxed in the case of any item appearing in the accounts for March and
requiring adjustment with another Government, vide paragraph 528.
For other transfer transactions between Public Works divisions including Public Works
divisions of other Governments, the originating division will send an Advice of
Transfer Debit (or Credit), Form 55, accompanied by necessary vouchers in the
case of debits, to the division concerned as soon as the transaction occurs. The
responding division will, if it accepts the transfer, acknowledge it on Form 56,
Acceptance of Transfer. The debiting division will be responsible that entry in its ac-
counts is supported by the Acceptance of Debit, or Advice of credit, as the case may
be.
Note.—In cases of transfer debit transactions, all relevant Vouchers
including such as do not ordinarily pass beyond the divisional office, should
accompany the Advice. If this requirement cannot be complied with, in
any case, in respect of a cash voucher which cannot be replaced by a
certificate under Note below paragraph 72, the Advice should be attached
to the Monthly Account for transmission by the Accountant General, after
the audit of accounts, to the division concerned.
In cases in which Advices and Acceptances of Transfer are exchanged direct by Divisional
Officers of two account circles, those officers will be jointly responsible for clearing
remittance transactions expeditiously in direct communication with each other. If an
item cannot be accepted, and the intimation of its rejection issues too late to reach
the originating officer within the month in which he has brought it to account, the
officer who is called upon to respond to it, should also inform his own Account
Officer, giving brief particulars of the debtor credit, and of the grounds of objection,
with the number and date of the originating officer's Advice of Transfer and of his own
intimation of objection.
In cases in which no Advices and acceptances of Transfer are exchanged, the Divisional
Officer should examine, as expeditiously as possible, the transfers which his
Accountant General intimates to him for adjustment, and report .all his objections to
the Accountant General, •whether the transfer is brought to account provisionally or
rejected.
The procedure prescribed in paragraphs 444 and 445 applies mutatis mutandis to transfer
transactions, not relating to the execution of works, with (1) Railways, f2) Defence
Department, and (3) the Post and Telegraphs Department (Telegraph Section).
Except in respect of transactions of the following classes, the Divisional Officer may authorise
the Divisional Accountant to sign Advices and Acceptances of Transfer for him:—
when the transfer advised is a credit or a minus debit,
when the transfer accepted is -a debit.
The Divisional Accountant will be responsible that there is clear authority of the responsible
disbursing officers of his Division for transfers advised to other divisions, Departments or
Governments and that no charge advised by another division, department or
Government is considered as finally adjusted until all the necessary vouchers have been
received, and have further been completed by obtaining thereon, from the responsible
disbursing officers of the division, the classification of the charge as. attested by their
dated initials. He should further see that, when a transfer advised to the division for
adjustment is responded to provisionally, the-objection raised thereon is pursued with a
view to ensure speedy settlement.
CHAPTER XVIII.—PAY AND ALLOWANCES.
A .— IN TR O D U C TO R Y
Pay and allowances of Government servants of the department, if not charged directly to works, as
well as all personal advances sanctioned by competent authority, are drawn from treasuries
on bills in forms, and in accordance with the procedure prescribed in the relevant Treasury
Rules which are applicable to the Public Works Department subject to the special rules laid
down in this chapter.
Note 1.--The sanction of competent authority to personal advances may, if
preferred, be obtained in the form of countersignature on the bill itself
before it is presented at the treasury.
Note 2.—Payments to Gazetted Government servants of the department on
account of rewards for passing examinations in languages should not be
made without obtaining the previous authority of the Accountant General
(See Rules. 259 and 260 of the Treasury Rules, Volume I). Such payments are
classified under "Allowances and Honoraria, etc."
B.—PREPARATION OF BILLS
I.—General
Gazetted Government servants draw their own bills, but the claims of non-gazetted Government
servants should be preferred separately by heads of offices under whom they are employed,
and the latter should make proper arrangements for disbursing the amounts so drawn.
Note.—For the purposes of this rule, the Divisional Officer is treated as the
"head of office" of the entire establishment employed in the division, but
should this lead to abnormal delay in payments in any subdivision, the
local Administration may, in consultation with the Accountant General,
authorise the pay and travelling allowance bills of the establishment of
that subdivision to be drawn by the Subdivisional Officer •either on his
own responsibility or after check by the Divisional Accountant and
countersignature by the Divisional Officer, as may be convenient. Note 2
below Rule 281 of the Treasury Rules, Volume I, does not, however, apply to
travelling allowance bills which Subdivisional Officers may draw on their own
responsibility.
S eparate establishm ent bills should be prepared by the drawing officer for each of the establishm en
specified below, the entries relating to each section of establishm
e.g., the
ent,subordinate
engineering service, Divisional Accountants, draftsm an, clerks, etc. being grouped separately
in each bill:—
O ne for all perm anent m em bers of the subordinate engineering service. Divisional A ccountants an
other • establishm ents aonprovincial scale,
O ne for all other perm anent establishm
. ents
O ne for all tem porary establishm ents on a provincial scale, and
O ne for all other tem porary establishm ents.
For claim s of travelling allowance a single bill will suffice, but entries m ust be grouped according
to sections as in the case of establishm ent bills.
II. — Classification.
Bills paid at treasuries are incorporated in the general accounts, kept by the Accountant General.
Drawing officers are, however, responsi ble that (!) the name of the circle of
superintendence and (2) the major head and other particulars necessary for determining
the accounts classification
(vide rules 1 and 2 of Appendix 5) are recorded on each bill.
Note —The cost of any special establishment for acquisition of land, entertained
under orders of Government by a Civil officer acting as a Public Works Disburser, is
chargeable as the cost of the works concerned and not as general establishment
charges, v/rfe-paragraph431.
If as permitted by Rule 218 (b) of the Treasury Rules, Volume 1. emoluments up to the date of
transfer are not drawn before a Government servant proceeds on transfer, emoluments
for the whole month may be drawn in the new appointment, the allocation of the charge
to the old and new appointments being clearly specified on the bill.
Note.—In the case of non-gazetted Government servants, the last-pay
certificate: should give all the necessary information, so that the allocation
may be correctly noted by the drawing officer in the bill of the new office. In
the case of gazetted Government servants whose last-pa v certificates are
prepared by Treasury Officers, the responsibility for showing the correct
allocation in bills rests with the Government servants themselves.
C— ENCASHMENT OF BILLS
Non-gazetted Government servants' bills should be presented at the nearest district treasury for
payment. They should be accompanied by a memorandum signed by the drawing officer
and specifying separately the amounts of (a) cash required for disbursement and
remittances to be-made in cash, (b) cash orders or State Bank drafts, as the case
maybe required on each of the sub-treasuries subordinate to the district treasury for
payments to be made to establishments stationed near the subtreasuries and (c) State
Bank drafts on other treasuries or agencies of the Bank for amounts which may have to
disbursed outside the district but with in the jurisdiction of the drawing officer. See also
paragraph 4 (5) of Appendix 8 to the Treasury Rules Volume II.
Gazetted Government servants, who are stationed at the places where there are ho treasuries,
or sub-treasuries may utilise the services of barkandaz guards, if any, attached to their
offices, for the encashment of bills relating to their personal claims and Government will
accept liability for any loss caused by the act of the guard if the Gazetted Govern-
ment servant is not at the station where the money is drawn.
Note —This is an exception to the general rule that Government accepts no
responsibility for any fraud or misappropriation in respect of money or
cheques or drafts made-over to a messenger, vide Rule 244 (1) of the
Treasury Rules, Volume I and Note printed at the top of Form T. R. 1 6,
Treasury -Rules, Volume II.
D.—DISTRIBUTION OF PAY AND ALLOWANCES
I.—General
Special attention is invited to Rule 283 of the Treasury Rules, Volume I, prescribing the
procedure for distribution of pay and allowances to establishments. Acknowledgments
should, as far as possible, be taken on office copies of bills, but where this may not be
convenient or advisable as in the case of scattered establishments, consolidated receipts
on Acquittance Roll, Form T. R. 28, may be obtained, separately for each set of
payments made at one place or at one time.
Note. ---Acquittance Rolls and receipted office copies of bills are not
required to be-submitted to the Accountant General, but, as they are
important records, they should be stamped "paid" and preserved
carefully for such periods as may be prescribed by Government.
Cash drawn on pay and travelling allowance bills of establishments should not be mixed with the
regular cash balances of the department vide paragraph 51. So long as the drawing officer
finds himself in a position to keep a proper watch over undisbursed amounts, by a
periodical examination of acquittance rolls and office copies of bill, it is not necessary for
him to keep a detailed account showing the amounts drawn from the treasury from time
to time and their subsequent disposal. There is no objection, however, to such an
account being maintained in a subsidiary register, if found convenient.
Note.—-This rule applies also to cash received by a subordinate officer for
payment of pay and allowances of Government servants under serving
him.
II—Miscellaneous Recoveries from Establishment.
Ordinarily, recoveries on account of security deposits of employee's should be made in cash when
their pay is disbursed and should be credited in the cash book of the disbursing officer.
When the amounts recovered have to be paid into a Post office Saving Bank as security
deposits, they should be forthwith remitted to the Post Office.
Note 1.—The local Administration in consultation with the Accountant
General, may, however, prescribe that security deposits should be
deducted from pay bills.
Note 2.--The rule in this paragraph applies mutatis mutandis to all
recoveries from employees which are creditable, under .the rules, to some
head in the compiled accounts of the division.
E—SPECIAL ARRANGEMENTS TO PREVENT DELAYS IN PAYMENTS

To prevent abnormal delays in payments to establishments,, in exceptional cases one, or


more of the following devices may be adopted under the orders of the local
Administration:—
Drawing officers may be permitted to present the bills of their establishments direct at
the nearest sub-treasury, but no officer should be allowed to draw on more than one
treasury or sub-treasury.
The pay and allowances of subordinates employed in out of the way places may be
remitted to them by postal money order at Government cost.
Drawing officers may also make disbursements out of the revenue-collections or other cash
in their hands if so permitted, vide rule 7 (2) (e) of the Treasury Rules, Volume 1.
The detailed procedure to be observed will be settled by them local
inistration
Ad in consultation
with the Accountant G eneral.
If the encashm ent of a bill for an advance on transfer is likely to delay a transfer which is urgent
necessary in the public interest, the advance m ay be m ade from the perm anent advance (if any
works im prest or other available cash in the hands of the disbursing officer pending
concerned,
recoupm ent when the bill is subsequently encashed. In the of accounts
such cash the am ount
advanced should not be charged off as- a final transaction, but recorded as a tem porary
advance, so that the am ount m ay continue to form part of the cash balance for which the
disbursing officer is responsible.
F.— CO M M U NICATIO N O F SA NCTIO N S TO AC CO UN TAN T G EN ERAL
The pay and allow ances of gazetted Governm ent servants subjected
only are to a system of personal
audit. O rders affecting the personal em olum ents, postings, leave, etc. of gazetted G overnm en
servants only should, therefore, be com m unicated to the Accountant G eneral sanctioning
by the
authorities. Changes in the personnel of subordinate m establish
ents and in their em olum ents
should be indicated in pay bills and absenteestatem ents by the authorities preparing those
docum ents, who are responsible that orders of com petent authority are obtained in each case as
require d by the rules.
Note 1.—If an order affecting a gazetted Government servant is notified in
the Gazette, separate intimation to the Accountant General, by letter, is not
necessary except in cases of urgency.
Note 2.—Orders of a special nature authorising the grant to a non-gazetted
Government servant (or ordering the discontinuance) of any increase in the
emoluments admissible to him against the sanctioned pay of the
appointment which he holds should, however, be communicated to the
Accountant General by letter or, if preferred, in monthly statements which
should reach the Accountant General by the 5th of each month.
All orders revising sanctioned scales or sanctioning the creation of abolition of permanent or
temporary appointments should at once be communicated by letter to the Accountant
General.
In the case of all transfers of divisional, sub-divisional or other executive charges, a report of
transfer of charge should be prepared in the manner prescribed by Government and
sent to the Accountant General through the Superintending Engineer. Whenever the
transfer of charge is prolonged so that two Government servants may be entitled to
draw pay and allowances simultaneously for the same appointment (see Audit Ins-
truction under Fundamental Rule 107), the Superintending Engineer should intimate, to the
Accountant General if the time taken is reasonable and the relieving officer may be
considered as on duty for the period. If however, the Superintending Engineer considers
the time taken in making over and receiving charge to be excessive, the relieving officer
must be treated as if he were on leave or on joining time, etc., at the case may be, for
as much of the time as may be regarded as excessive
CHAPTER XIX.—CONTTNGENT CHARGES
A .— M O D E S O F O B T A IN IN G C A S H
Cash required to disburse contingent charges is obtained from treasuries in one of two ways:

I. By cheques, i.e. in the same way as cash required for works payments, and
II. Directly by bills i.e. in the same way as cash required for payment of pay and
allowances.
The second of these methods can be adopted only if the local Administration has
authorised it.
Note.—Under the first method, contingent charges are incorporated in the
Monthly Account of the division, whereas under the second method they do
not enter the divisional accounts at all, though ultimately in the Accountant
General s office they are accounted for against the appropriations to which
they relate.
B.—GENERAL RULES
The rules in part V, Chapter V, of the Treasury Rules, Volume I, apply generally to the Public
Works Department to the extent that they may not be inconsistent either with the
authorised method of obtaining cash for contingent charges (vide paragraph 464) or with
any of the special rules in this Code.
The expression Contingent charges as used in Public Works accounts does not include
charges which under the rules in Appendix 2 are classified under some other head of
expenditure, e.g., Works, Repairs and Tools and Plants. See also paragraph 468.
If the contingent charges of a division excluding Special Contingencies (vide Rule 287 of the
Treasury Rules, Volume 1), during a month, exceed the monthly limit for such charges
fixed by the local Administration, the bill for the month should be submitted to the
Superintending Engineer for sanction, which will be signified by that officer countersigning
the bill.
Contingent Charges and Grant-in-aid may be included in the same bill, but the abstract of the bill
should show the total charges for each class separately.
C.— SPECIAL RULES
I. — W hen cheques are drawn on Treasuries.
When cash required for meeting contingent charges is drawn from treasuries by cheques, the
account procedure will be as follows:—
Payments made should be brought to account, in the first instance, in cash books or imprest cash
accounts, like works payments.
At the end of the month all contingent charges (including Stock and adjustment transactions)
should be consolidated in a bill in Form T.R. 32 (headed Not Payable at the Treasury) for
subm ission to the A ccountant G eneral w ith the M onthly A ccount. P articulars of the C harges nee
not be entered in this bill except in the case of m iscellaneous item s w hich do not fall under one
the classified sub-heads for specific
charges.
For abstracting the contingent charges of the m onth tion the adop
of the form of the C ontingent
R egister(vide R ule 299 of the Treasury rules, V olum e I; is recom m ended. See also R ole 301 of
the Treasury R ules, V olum e I.
P aym ents should be m ade out of the regular cash or im prest balances of the division and not out
undisbursed balances of cash draw n from treasuries for paym ent of establishm ent charges.
Note.—Payments to Treasury Officers for value of service stamps
obtained by indent should invariably be made by cheque, the indents
being prepared in Form T. R. 35. The Treasury Officer will retain the indent
and grant a receipt in a form written up by the clerks of the Treasury and
signed by himself whatever the amount may be, See also Rules 103 and
317 of the Treasury Rules, Volume I.
II.— W h e n B ills a re d ra w n o n T re a s u rie s .
The following rules are applicable only when contingent bills are drawn on treasuries:—
a) The procedure prescribed in the Treasury Rules for drawing bills direct on the
treasury, for keeping the accounts of cash obtained on the bills and for making
disbursements applies in toto.
b) C ontingent bills m ay be draw n only by the D ivisional O fficer, or such other officer as m ay
have been specially authorised by the local Adm inistration, the procedure for the encashm ent o
the bills being the sam e as prescribed for establishm
bills in
entparagraph 454.
c) P aym ents m ade out of the cash thus draw n are subject to the rules of this C ode, both in
regard to the m anner of authorising and m aking paym ents and to the form s of vouchers to b
obtained in support thereof.
d) D ebits from other departm ents or provinces for supplies ablecharge
to contingencies,
intim ations of w hich m ay be received from the A ccountant G eneral, should be dealt w ith in th
m anner indicated in R ule 316 of the Treasury R ules, V olum e I, w ithout being form ally responde
to in the accounts of the
division. Other debits, of which intimations may be received direct
through Advices of Transfer Debit, and Stock and adjustment transactions arising,
within the division, should be cleared, by an entry in the regular accounts, by debit to
"the Accountant General's office on account of the Contingencies of the division," the
transaction being incorporated in due course in the Contingent Bill as laid down in the
rule already quoted.
N o te .— In a c c e p tin g in v o ic e s o f s to re a n d w o rk b ills , e tc ., re c e iv e d froa nmd o th e r d iv is io
d e p a rtm e n ts , c h a rg e s p e rta in in g to c o n tin g e n c ie s s h o u ld b e c le a rly s p e c ifie d ,
n e c e s s a ry , d is tin g u is h e d fro m o th e r c h a rg e s , s o th a t, in c a s e s w h e re th e n e
a d ju s tm e n t c a n b e e ffe c te d in th e A c c o u n ta n t G e n e ra l's o ffic e , th is m a y b e d o n e
fu rth e r re fe re n c e to th e d iv is io n a l o ffic e .
T h e ca sh o b ta in e d fo r c on tin g e n t ch a rg e s sh o u ld n o t b e m ix e d u p w ith b a lan c es o f ca s h o b ta in e d f
p u rp o s es , a n d ca re s h o u ld b e ta k e n th a t ca sh c ha rg e s re la tin g to o the r h e a d s a re n o t b ro u
a cc o u n t, ev e n te m p o ra rily , a s co n ting e n t c hv aice
rg eve
s rs
o ra .
CHAPTER XX.—DIRECTION AND OTHER SPECIAL
OFFICES
A.—INTRODUCTORY
The rules in this chapter apply only to the offices of Chief and Superintending Engineers
Superintendent of Works, and other special officers not being Divisional Officers or
their subordinate officers. These offices are described as special offices in this chapter,
The head of a special office is not concerned with the actual execution of works, with the
disbursement of money, or with the provision or custody of any materials, otherwise
than possibly as an officer of control. If, however, he is required at any time to
assume an executive charge, the monetary and stores transactions of such charge
should be kept distinct from the transactions of his special office, and accounted for
under the rules applicable to Divisional Officers.
B.—RECEIPTS.
475) Heads of special offices do not ordinarily realise any departmental receipts. Any petty
amounts received occasionally should be remitted at once to the treasury in
accordance with the procedure prescribed in Rules 92 to 96 of the Treasury Rules,
Volume I. See also Rule 82 of those Rules.
Note.—For recoveries from the staff see paragraph 480.
C.—PAYMENTS
I.— In tro d u c to ry
476) Thus, the monetary transactions of heads of special offices are practically confined to
payments of office expenses and pay and allowance of themselves and the members of
their offices. These may be divided into two distinct groups.
I. Pay and allowances.
II. Contingent Charges.
477) Cash required to meet these payments is obtained by bills drawn on treasuries under the
rules in the following paragraphs.
Note.—It is also permissible to obtain cash for contingent charges from
Divisional Officers instead of from Treasury Officers. Where this method is
preferred, the detailed procedure will be prescribed by the Accountant
General.
II.— Pay and A llow an ces.
478) The rules in chapter XVIII for divisional offices apply mutatis mutandis to special offices.
The following rules are peculiar to them.
479) The number of separate establishment bills prescribed in paragraph 451 may, however, be
reduced in consultation with the Accountant General, who will specify the sections into which
the bills should be divided.
480) Recoveries from the establishment of special offices are not subject to the rules in
paragraph 458. They should, as far as possible, be made by deduction from their bills.
When, however, the amounts recovered have to be paid into a court of law, or into the
Post Office Savings Bank as security deposits, recoveries should be made in cash at
the time of disbursement of pay and the amounts, recovered should be forthwith
remitted.
III.—Contingencies.
481) The general rules relating to Contingencies are given in Part V. Chapter V of the
Treasury Rules, Volume I.
482) Charges for new supplies of, and repairs to, articles of the classes which in the case Of
executive offices are classified under the head "Tools and plant," are treated as
contingent charges, etc., in the case of special offices.
483) The account procedure prescribed in chapter VII for Tools and Plants of divisional
offices need not be observed in special offices in respect of the articles referred to in
paragraph 482, though these will otherwise be treated as Tools and Plant for die
purposes of the Public Works Department Code. Suitable registers showing the
receipt, disposal and balances of the articles should, however, be maintained.
Note.—If any articles of this class are transferred to a divisional office, the fact
of the transfer should forthwith be reported to the Accountant General, even
though no adjustment of cost if required to be made under rule.
CHAPTER XXI—ACCOUNTS RETURNS OF SUB-DIVISIONAL OI\FICERS.
484) Subject to such special arrangements as may be authorised by the local Administration after
consultation with the accountant General to apply to cases where a Sub-divisional Officer is
not authorised to make disbursements, the accounts of Sub-divisional Officers should be
kept in accordance with the following rules.
485) A Sub-divisional Officer maintains the initial account records of cash and stores as
described in chapter VII and VI as well as a Works Abstract with certain accompaniments,
for each work in progress. All these records are, as a rule, written up as the transaction take
place. Sub-divisional Officer is not, however, required to consolidate the transactions into a
compiled account, this work being done in the divisional office for the entire division.
486) The initial accounts of cash and stores for a month should be closed on the 25th, or such
earlier date between the 19th and the 25th as may be fixed by the accountant General for
the purpose. The subsequent transactions of the calender month should be treated as
those pertaining to the accounts of the following month. In the month of March, however, the
initial accounts of the Sub-division should be kept open until the 31st.
Note 1.—The object of this rule is that the accounts returns of sub-divisions
should reach the divisional office in sufficient time for the compilation of the
Monthly Account of the division and its submission to the Accountant
General by the prescribed date.
Note 2.—In cases where sectional officers are authorised to maintain
separate initial accounts of stock in their charge, which have to be
incorporated in those of the Sub-divisional Officer, the former may be
permitted, except in March, to close their monthly accounts three days before
the date of closing fixed for the subdivision. This limit of three days may be
relaxed by the Accountant General in exceptional cases.
487) Immediately after the Cash book of a month has been closed under paragraph 486,
the Cash Balance Report, Form 5 prepared under paragraph 81, should be
transmitted to the divisional office.
488) Copies of the Cash Book (supported by vouchers) should be sent to the divisional
office twice a month or oftener as may be directed by the Divisional Officer. The copy
for the last period of each month should accompany the Cash Balance Report.
Note .1.—As the accounts of the division in respect of the cash transactions
of subdivisions are based on the copies of subdivisional cash books
prepared under this rule, Subdivisional Officers should satisfy themselves,
before signing them, that they are true copies and correct in all respects. As
a further precaution, the totals of the "cash" columns on both sides should
be expressed in words in their own hand.
Note 2.—The Accountant General, to eliminate the work of preparing copies,
may permit subdivisions at the headquarters of a divisional office to
maintain two alternative cash books—one being submitted in original to the
divisional office at the end of the month and the other being used in the
month following.
Within three days of the date on which the accounts of a month are closed, the returns
enumerated below should be forwarded to the divisional office with a covering list in
form 93:—
Abstracts of Stock Receipts and Issues, Forms 9 and 10, supported by receipted invoices
or other vouchers, and extracts from. Register of Stock Receipts and Issues.
(Copies).
Accounts of Receipts and Issues of Tools and Plant, Forms 13 and 14, supported by
necessary vouchers and acknowledgements. (In original).
A Works Abstract (accompanied where necessary by Form 35 or 36 and by Form 53—
Transfer Entry Order, in the cases referred to in paragraph 173 for each work in
progress [vide paragraph 4 (68) Jin connection with which there was any tran-
saction during the month with the detailed list in Form 94.
A "Petty Works Requisition and Account", Form 32 for each petty work in progress in
connection with which there was any transaction during the month (in original) with a
detailed list in Form 94.
Transfer Entry Orders, Form 53, relating to the accounts of the month, excluding those
proposed from time to time, vide paragraph 170.
Other accounts returns which Sub-divisional Officers should, submit to the divisional
office are the following:—
Monthly—
"Statem ents of Receipts, Issues and Balances of Road M etal". vide
Form paragraphs
16 161 and
162.
Such statem ents or reports(vide paragraph 195) in connection with recoveries of rents of
buildings'" and lands, as the Divisional O fficer m ay require the Sub-divisionalprepare.
O fficer to
Estim ate of probable .requirem ents of cash, if prescribed by the Divisional O fficer under Note 1
below paragraph 55.
Half-yearly—
Balance Return of Stock, Form 11, on or before the 20th April and 10th O ctober.
Yearly—Register of Tools and Plant, Form 15, on or before
15ththe
October.
Occasional—Reports of verification of stores (including materials at site of works),
immediately after each verification.
CHAPTER XXII—ACCOUNTS OF DIVISIONAL OFFICERS.
A.—INTRODUCTORY
491) The cash and stock accounts of the divisional office for a month are closed
on the last working day of the calendar month.
492) The Transfer Entry Book for a month should be closed as soon as possible after
the expiry of the month, but before this is done, all necessary transfers, e. g. those relating to
the levy of the prescribed, percentages for establishment, tools and plant, supervision
charges, etc. should be made.
Note.— The transfer entry relating to the levy of percentages for establishm ent
tools and plant, and accounts and audit charges, is effected on a single order of
the Divisional O fficer recorded in Form 62, the special form prescribed for the
purpose,vide paragraph512.
493) The cash and stock accounts of the entire division, as also all transfer
transactions, should be scrutinised by the Divisional Accountant before they are
incorporated in connected registers and schedules and the Monthly Account.
Note 1.—The Divisional Accountant's responsibility as, a primary .auditor
extends also to the examination of all claims included in bills presented
direct at treasuries by the Divisional Officer, and on behalf of the latter he
should also examine the accounts of the disposal of money obtained on
those bills.
Note 2.—In all matters connected with the personal claims of Government
servants, the Divisional Accountant is expected to give expert advice and
help. He should see in particular that service books and leave accounts of
subordinates are maintained in accordance with rule, that the annual
establishment return in the form prescribed by the Auditor General is
accurately prepared, and that the admissibility of leave applied for by sub-
ordinates is verified before the leave applications are disposed of by the
Divisional Officer or forwarded to higher authority. In all cases of doubt,
however, he should advise the Divisional Officer to consult the Accountant
General.
B.— SCRU TINY O F ACCO U NTS
494) The Divisional Accountant should exam ine the accountsofreturns
Sub-divisional
Officers on receipt to see.—
i. that they have been received in a com plete state.
ii. that all sum s receivable are duly realised, and on realisation credited to the proper head
of account as well as to thesonalper account, if any, of the contractor, em ployee or other
individual,
iii. that the charges are covered by sanctions and appropriations and are supported by
com plete vouchers, setting forth the claim s and the acknowledgem ents of the payees legally
entitled to receive the sum s paid,
iv. that all vouchers and accounts are arithm etically correct,
v. that they are in all respects properly prepared in accordance with the rules
applicable to each case, and
vi. that all charges are correctly classified, those which are debitable to the personal
account of a contractor, employee or other individual, or are recoverable from him under
any rule or order, being recorded as such in a prescribed account.
It should be seen in particular that, on the basis of rates sanctioned by competent
authorities, and of facts (as to quantities of work done, supplies made, etc., or services rendered)
certified by authorised officers, the claims admitted for payment are valid and in order.
Note.—It is not necessary that the Divisional Accountant should check
personally the arithmetical accuracy of all vouchers and accounts, but he is
responsible that a cent, per cent, check is exercised efficiently under his
supervision.
495) The Divisional Accountant should exercise a similar check, from day to day, in
regard to (i) the transactions recorded direct in the cash and stock accounts of the
divisional office, and (ii) bills and vouchers of subdivisions, which are submitted to the
Divisional Officers for approval before payment is made by the Sub-divisional Officer. In
respect of charges, this examination should be conducted before the payment is made.
496) Every payment should be so recorded, and a receipt for the same so
obtained, e.g., see paragraph 223 and 224, that a second claim against Government
on the same account is impossible, and if it represents a refund of a sum previously
received by Government, it should also be seen that the amount paid is correctly
refundable to the payee.
497) If the Divisional Officer has set a limitation on the drawings of any
Subdivisional Officer, on a treasury for any month, he should intimate the same to the
Treasury Officer, or the Bank, and specify the date of commencement and termination
of the account month of the Sub-divisional Officer. The Divisional Accountant, while
examining the Cash Book of the Sub-divisional Officer, should see that the total
amount of cheques drawn by him during at the month does not exceed the prescribed
limit; see paragraph 60.
498) The Divisional Accountant is responsible that every order or sanction
affecting expenditure to be accounted for in the monthly Account is noted at once in a
suitable register (or other account), preferably one wherein the expenditure incurred
against it can be watched readily. General sanctions to estimates and. appropriations for
works should be noted in the Register of Works.S auctions to fixed charges of a
recurring character, e. g. those relating to the entertainment of work-charged
establishments should be entered in the Register of Sanctions to Fixed Charges, Form
58. For sanctions to special payments chargeable to the accounts of works, and other
miscellaneous sanctions, Form 59, Register of Miscellaneous Sanctions, will be found
suitable.
Note 1.—Forms 58 and 59 may also be used in respect of sanctions to
contingent expenditure when this is not brought to account in the Monthly
Account, but separate pages of these registers should be set aside for this
purpose.
Note 2.—Sanctions to estimates for works should be entered in the
Register of Works and a collective register of all sanctioned estimates be
maintained in such form as may have been prescribed by Government.
If against a single sanction two or more disbursing officers have to operate simultaneously, the
orders of the Divisional Officer should be obtained imposing a definite limitation on the
money transactions of each officer. Similarly, if disbursing officers of two or more divisions
are concerned, the orders of the Superintending Engineer or higher authority should be
taken. In such cases it may be advisable to have a separate working estimate, or other
sanction, to cover the transactions of each disbursing officer, and for the purpose of
bringing the expenditure to account, these should be treated, as far as possible, as
independent transactions pertaining to the same group of works or the same project. If
this is not possible, special arrangements must be made for the check of the total
expenditure against the sanction.
It is one of the functions of the Divisional Accountant to see that expenditure which is within
the competence of the Divisional Officer to sanction or regularise, is not incurred, as a
matter of course, under the orders of subordinate disbursing officers without his
knowledge. All such items of expenditure should at once be brought to the notice of the
'Divisional Officer and his orders obtained and placed on record. See also paragraph 23.
The works expenditure should be checked with the estimates to ensure that the charges incurred
are in pursuance of the object for which the estimate was intended to provide. In the case
of works the expenditure on which is recorded by sub-heads (that is, items of work such as
brick work, etc.) the Divisional Accountant is responsible for checking the expenditure on
each sub-head with the estimated quantity of work to be done, the sanctioned rate,
and the total sanctioned cost, so that he may bring to notice all deviations from the
sanctioned estimate.
When a recovery has been ordered to be made from a contractor or other person, which
cannot be watched through a suspense or other account specially prescribed for the
purpose, the order should be noted at once in a register of recoveries in Form 95,
opened specially for the purpose, so that the amounts recovered from time to time (with
particulars of the account concerned) may be recorded against it, and prompt comp-
liance with the order watched.
It is permissible to take in reduction of the expenditure on works in progress, certain recoveries
of expenditure (vide paragraph 176,) e.g. sale-proceeds of surplus materials and plant
acquired specially for any work, or of materials received from dismantled structures,
irrespective of whether the estimates for the works make allowance for such recoveries or
not. The amounts of such receipts are, however, not available for expenditure in excess
of that authorised in the estimate for the work and the Divisional Accountant should see
that, without the orders 'of competent authority, the gross expenditure authorised is not
exceeded, or surplus receipts realised are not utilised towards additional expenditure.
He should, at the same time, watch the receipts, with a view to bring to the Divisional
Officer's notice, and obtain that officer's orders on, all marked deviations from the
provision for such credits in the estimates of works.
Note 1.—In the case of works the accounts of which are kept by sub-heads,
all such receipts should be credited to a special sub-head in these
accounts, vide paragraph 2fi8. In the case of other works, the progress of
the realisation of receipts should be watched through the Register of
Special Recoveries (vide paragraph 502), which should be posted from
sanctioned estimates in respect of credits anticipated therein, and from the
accounts in respect of receipts realised from time to time.
Note 2.—The Divisional Accountant should see also that savings due to
abandonment of parts of a work, as evidenced by the quantities of the work
executed or otherwise, are not utilised towards unauthorised expenditure.
A fter check every voucher should be enfaced w ith the w ord "checked" over the dated initials of t
D ivisional A ccountant, as w ell as of any clerk w ho m ay have applied a prelim inary chec
V ouchers not subm itted to audit
(vide paragraph 525) should be "cancelled" by m eans' of a
perforating or endorsing stam p and kept carefully, to be mable
ade for
avail
test audit w henever
dem anded by the A ccountant G eneral.
Note 1.—Vouchers relating to contingencies, which do not amount to more
than rupees twenty-five each, should be dealt with in the manner indicated
in the certificate of the disbursing officer printed on Form T. R. 33.
Note 2.—Stamps affixed to vouchers should be so cancelled that they cannot
be used again, and if with this object they are- punched through, care
should be taken that the acknowledgment of the payee is not destroyed
thereby.
Note 3 .—Vouchers relating to new supplies of tools and plant should be
completed by noting on them the name of the month in the accounts of
which the articles acquired were brought on to Form 13, Account of Receipts
of Tools and Plant.
The results of the examination of accounts and vouchers received from Sub-divisional Officers
should be intimated to them in all cases in which it is necessary to obtain further information,
accounts, vouchers^ certificates, etc., or to direct them to correct the relevant records of
their offices or avoid the recurrrence of any irregularity. The procedure to be observed may
be prescribed by the Divisional Officer. The records connected with the results of the
examination should be retained so as to be available for the Accountant General's
inspection.
C.—SETTLEMENT OF ACCOUNTS WITH TREASURIES
As soon after the expiry of the month as possible, a monthly settlement should be effected
with all treasuries in respect of the transactions of the entire division with them.
For payments into treasuries, consolidated receipts should be prepared in Form 50 for the
whole of the remittances made to each treasury, and sent to the Treasury Officers for
signature.
For cheques drawn, the pass books, duly completed for the month, should be obtained from
the Treasury Officers with the certificates of issues from treasuries (which are prepared
in the form reproduced below), and their agreement with the cash books of the division
should be effected in Part II of Form 51.—Schedule of Monthly Settlement with.
Treasuries, which also gives details of the differences.
I hereby certify that the total issues made from this treasury on cheques drawn against
the account of Mr. , Officer-in-charge, Division, during
19 , amounted to Rs. (in words).
The certificate of agreement should be recorded in the pass book over the signature of the
Divisional Officer without recor