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Internal Audit report of Regional Office Thane for the period 2011-12 and 2012-13. 23 aras have been raised during this Internal Audit. An amount of Rs. 94,977 / - were overpaid under the Head Overpayments.
Internal Audit report of Regional Office Thane for the period 2011-12 and 2012-13. 23 aras have been raised during this Internal Audit. An amount of Rs. 94,977 / - were overpaid under the Head Overpayments.
Internal Audit report of Regional Office Thane for the period 2011-12 and 2012-13. 23 aras have been raised during this Internal Audit. An amount of Rs. 94,977 / - were overpaid under the Head Overpayments.
"Q'ci 31mr m<liR) (Ministry of Labour & Employment, Govt. Of India) Head Office -110066. Bhavishya Nidhi Bhawan, 14-Bhikaiji Cama Place, New Delhi-110066 www.epfindia.gov.in www.epfmdia.nic.in Telephone: 011-26185580 Fax: 011-26173022 No. Audit/2(53) 1 0/IAR/THN Dated:
To All the Additional Central Provident Fund Commissioners Sub: Irregularities found by the lAP while conducting the Audit. Sir, Please find enclosed herewith the report of the Internal Audit Report of Regional Office Thane for the period 2011-12 & 2012-13. All the Additional Central Provident Fund Commissioners are requested to go through the contents of the report and take necessary action on the same analogy in the Offices under their control. Status report on the issues related to Regional Offices/Sub Regional Offices under their jurisdiction may kindly be furnished to the Head Office by 10.05.2014. Highlights of the report are also annexed for ready reference. l Yours faithfully, Encl: As above* y (SANJA Y KUMAR) Financial Advisor and Chief Accounts Officer Copy to 1. All Regional Provident Fund Commissioners In Charge of the Region. 2. All Officer In Charge, Sub Regional Offices. 3. All Deputy Director (Audit), Internal Audit Parties. 4. All Assistant Director (Audit) 5. R.P.F.C. (NDC) for uploading on the EPF Website. i ! H HLIGHTSOFTHEAUDITREPORT OF REGIONALOFFICETfJ ANE 20. GAudit Paras were pending. . 80' udit Paras were pending in respect of earlier Internal Audit. 23 aras have been raised during this Internal Audit. Unliquidated advances and balances Under the Head Overpayments, an amount of Rs. 94,977/- were lying unrecovered. Details of the persons responsible were not provided tothe Audit Party. Under the Head Pay Advance Rs. 10,181/- were lying unadjusted. Detailswere not provided to theAudit Party. Under the Head Miscellaneous advance Rs. 22,243/- were lying unadjusted since 1.4.2011. ctioned strength was not available in the Regional Office, Thane espect of R.P.F.C.J , R.P.F.C.II, AP.F.C.,Assistant Programmer, Personal istant, Stenographer, Section Supervisor, Hindi Translators, Data cessing Assistant, Staff Car Driver, Cook, Daftary, Multi Task endant, Tea CoffeeMaker. Cash ~ Defl encies in the reconciliation of Cash book (Bank) of Account no.I ., The Closing balance as per Bank Statement was zero as on 30.09.2013 whereas inOfficerecord it was (-) 2973136. Further there was erroneous debit of Rs. 3.68 Crore and Erroneous Credit of Rs.5.411 Crores inAccount No. 1. There were non cancellation of Stale Cheques worth Rs. 22.78 Crores. Thetransfer fromother Regionswas not reflected inthe CashBook. ~ D Iclencies in the reconciliation of Cash book (Bank) of Account No.1I !. As on 30.09.2013, there was erroneous credit of Rs. 1.28 crore and Erroneous debit of Rs. 13.53lakhs. Also there was non cancellation of stale _cheques worth. Rs. 5.24 lakhs. . There wasIncorrect carry forwarding of CashBookbalance. ~ D ciencies in the reconciliation of Cash book (Bank) of Account no. X There was erroneous credit of Rs. 2.62 Crores and erroneous debit of Rs. 1.71Crores upto 30.09.2013. Alsothere was non reconciliation of stale Cheques worth Rs. 10.73 Crores. ~ De ciencies in the reconciliation of Cash book (Bank) of Account no I Ason 30.09.2013 there was erroneous credit of Rs. 13.44 lakhs and erroneous debit of Rs. 9.98Iakhs. There was non cancellation of Stalecheques worth Rs. 5.56lakhs. ~ Er neous credit of Rs.l.65 Iakhs and erroneous debit of Rs.O.68 lakhs in count no. XXII The suspense entries in the account have increased as manifolds during the last three financial years whereas as per MAP Part I wrong/ erroneous credit and incorrect entries should beintimated to the bank for rectification. ~ Un thorized excess clearance of Rs.72.97 Iakhs from Account no.XXI TheOfficehas not rectified the erroneous entries inthe Accounts. It is a serious irregularity thatthe office has not taken any action to recoup the amount of Rs. 72.97 lakhs which were withdrawn from the accounts of the Officebythe Bank. ~ N recovery of Rs.23.91 lakhs Interest on Belated Credit due from S ' teBank OfIndia
The Officehas not made any efforts to claimthe short paid amount of Rs.2390896 fromthe SBI. Eventhe interest onbelated credit has also not been claimed.
recovery of excess service charge of Rs.60.84 lakhs deducted by
The Officehas not taken any action to recover the excess service charges deducted bythe Bank. Nonremoval ofRs.17.36 crore credited indummy accounts. Rs. 17.36 crores received through 433 challans were credited in dummy accounts which are pending for proper accounting. ~ .Nonmaintenance of Valuable Document Regtster (VDR)and del inrealization of instruments. TheOfficehas not maintained VDRto enter the receipt and disposal of instruments. Several instruments received by the Office were realized after seven days of the receipt. Insome cases date of clearance was not available inthe VDR. Pension: ~ NonI ecovery of Rs.5.33 lakhs excess pension commission deducted by SBI. , ' The SBl had deducted .the pension commission from account No. X ' without authorization. During the calendar year 2013, an excess amount of Rs. 5,33,417/- was deducted bythe SBI. ~ Non conciliation of Rs.48.13 crores credited inEPS1995 Account. he Banks have transferred the undisbursed balance of Rs. 7.22 rores toAccount No.Xfromthe Pension Accounts. n amount of Rs. 48,13,14,891/- was lying unreconciled and credit as not given to the pensioners. ACCOU ~ tivebalance of Rs.9.51crores was lyinginmembers accounts involving establishments. ~ , gularities incoverage of the following establishments. ~ Dh nashree Mahila Audyogic Sahkari Sanstha Ltd.(MH/204707) Employment strength was not verTfied to ascertain coverage fromback date Theestablishment hadnot been inspected. The case had not been recommended for notification even after oneyear fromthe date of issue of coverage notice. ndeep Logistics Pvt. Ltd (MH/204407) Financial statement was not available inthe file. Initially coverage was made on 30.06.2011 whereas the coverage was postponed to 01.10.2011. EPFcontributions fromthe salary of employees was deducted inthe month of August 2011. No information was available in the file whether the same had been remitted or not. mma Construction Pvt. Ltd (MH/204074) The Establishment was covered w.eJ . 01.04.2011 with 68 employees. Thedate of set up is15.03.1988. Payments were made onthe different heads. B Products Pvt. Ltd (MH/204SS0) The establishment was covered w.eJ . 01.07.2011 with 55 employees. Theemployment strength gone down to 19fromOctober 2008. ~Ac on was pending to secure compliance from Municipal C orations/Councils coveredunder theAct. ~ D ay inconcluding enquiries initiated U/S 7Aof the Act '. There were several cases where 7A cases were pending for more than stipulated time. Detailsare hereunder: ~ D Pending for 6Months to 1Year 187cases - . Pending for 1to 3years 324cases Pending for more.than 3ye~rsT cases - o o. of Estt. covered , o lspected o ending yinconducting first inspection of newly covered establishments 2011-12 2012-13 700 761 299 343 401 418 ~ De y inissuing notification under section 1(4) of the Act of 483cases pending for notification- uls 1(4) of the Act only 18had sent for notification. As per the Head Officedirections all the Exempted Establishments are required to be taken once in ayear which has not been done in many establishments.
Date of opening of the office SRO on 15/02/1982 RO on 01/04/2005 Previous audit completed up to 2010-11 Audit undertaken for the period 2011-12 and 2012-13 Audit camp 06/01/2014 to 21/03/2014 HO Reference Order No. Audit/13(16)/2008/TP/Main Dated 27/06/2013
Internal Audit Report of RO, Thane 2011-13 2
Certificate of Audit (Ref sub para (vii) of Part-IV of Para 14.3.12 of MAP Part-I)
1. Name of office Regional Office, Thane 2. Period of audit 2011-12 and 2012-13 3. Audit camp 06/01/2014 to 21/03/2014 4. OIC of the Region Sri. Shankar Pathak RPFC-I 5. Audit team Sri.G.Shaji AD(Audit)
The Internal Audit Report of RO, Thane for the period 2011-13 has been discussed with the OIC of the Region and a copy of the report handed over to him.
Internal Audit Report for 2011-13 has been discussed and a copy received.
(Shankar Pathak) RPFC-I and OIC RO, Thane
Internal Audit Report of RO, Thane 2011-13 3
INDEX
PARA NO SUBJECT PAGE NO
INTRODUCTION 6
EXECUTIVE SUMMARY 11
ANNEXURE-I (List of paras dropped by HO) 16
ANNEXURE-II(A) (List of paras recommended for dropping by the IAP) 21
ANNEXURE-II(B) (List of paras NOT recommended for dropping) 22
ADMINISTRATION 28 1 Unliquidated advances and balances 28
CASH 29-58 2 Deficiencies in the reconciliation of Cash book (Bank) of Account no.I
29 3 Deficiencies in the reconciliation of Cash book (Bank) of Account no.X 33 4 Deficiencies in the reconciliation of Cash book (Bank) of Account no.II
35 5 Deficiencies in the reconciliation of Cash book (Bank) of Account no.XXI
37 6 Erroneous credit of Rs.1.65 lakh and Erroneous debit of Rs.0.68 lakh in Account no.XXII
39 7 Un authorized excess clearance of Rs.72.97 lakh from Account no.XXI 40 8 Non recovery of Rs.23.91 lakh Interest on Belated Credit due from State Bank Of India 41
Internal Audit Report of RO, Thane 2011-13 4
9 Non recovery of excess service charge of Rs.60.84 lakh deducted by SBI 43 10 Non removal of Rs.17.36 crore credited in dummy accounts 45 11 Non maintenance of Valuable Document Register (VDR) and delay in realization of instruments
46
PENSION 59-62 12 Non recovery of Rs.5.33 lakh excess pension commission deducted by SBI 59 13 Non reconciliation of Rs.48.13 crore credited in EPS 1995 Account 61
ACCOUNTS 63 14 Negative balance of Rs.9.51 crore in member accounts
63
COMPLIANCE 64-74 15 Irregularities in the coverage of Dhanashree Mahila Audyogic Sahkari Sanstha Ltd.(MH/204707)
64 16 Irregularities in the coverage of Sundeep Logistics Pvt. Ltd (MH/204407)
66 17 Irregularities in the coverage of Gamma Construction Pvt. Ltd (MH/204074)
68 18 Irregularities in the coverage of K.B Products Pvt. Ltd (MH/204550) 69 19 Action pending to secure compliance from Municipal Corporations/Councils covered under the Act
70 20 Delay in concluding enquiries initiated U/S 7A of the Act 71 21 Delay in conducting first inspection of newly covered establishments 72 22 Delay in issuing notification under section 1(4) of the Act
73
Internal Audit Report of RO, Thane 2011-13 5
23 Compliance audit of Exempted establishments
74
CONCLUSION 75
Internal Audit Report of RO, Thane 2011-13 6
INTRODUCTION
The Regional Office, Thane (Mumbai-II) is coming under the jurisdiction of Addl. Central Commissioner (Maharashtra & Chhattisgarh). The office started functioning in the year 1982 and upgraded into Regional Office in 2005. The jurisdictional area of the office is spread over the following areas in the state of Maharashtra.
Jurisdictional area of RO, Thane Mumbai suburban area i.e. Kurla(East & West) up to Mulund, Municipal area of Thane, Kalyan(E&W), Ulhasnagar, Titwala, Shahad, Ambivali, Badlapur, Ambernath, Murbad, Shahapur, Wada, Bhiwandi, Asangaon, Jawhar, Vikramgarh.
The office has one SRO under its jurisdiction and it is SRO, Vashi. The office is functioning in a leased building of MIDC at Wagale Industrial Estate. Even though there are more than three hundred staffs working, no office quarters are available. The office is having canteen facility.
The audit for the period up to 2010-11 was completed and as per Head Office order no. Audit/13(16)/2008/TP/Main/3536 dated 27/06/2013, the audit for the period 2011-12 and 2012-13 has been undertaken by the IAP, Goa. The audit was mainly focused on the compliance of core functional areas as directed by the Head Office.
The following officers were in charge of the office for the relevant period for which the audit was undertaken.
Name of OIC Designation Period From To Sri. Shankar Pathak RPFC-I 01/07/2010 Still continuing
Internal Audit Report of RO, Thane 2011-13 7
Basic information of the Office
Sl.No Subject Details 1 Date of starting of the office 15/2/82 2 Date of Up gradation of office into RO 1/4/2005 3 Year up to which Internal Audit carried out 2010-11 4 No. of Exempted Estts. as on 31/03/2013 53 5 No. of Members as on 31/3/2013 101705 6 No. Unexemptd Estts. as on 31/03/2013 13793 7 No. of Members as on 31/03/2013 700150 8 No. of Subscribers as on 31/03/2013 801855 9 No of International Workers as on 31/03/2013 566 10 No of Certificate of Coverage issued upto31/03/2013 515
Sl.No. Particulars 2011-12 2012-13 1 Settlement of PF Cases (nos.) 79707 89730 2 Settlement of FPF Cases (nos.) 79901 87590 3 Settlement of EDLI Cases (nos.) 327 471 4 Settlement of Advance Cases (nos.) 1057 1465 5 Settlement of Transfer Cases (nos.) 4419 15682 6 No. of PPOs issued 5845 9253 7 No. of Estts. for which annual account are compiled and issued NA 2565577 8 No. of accounts which annual account are not compiled and issued NA Nil 9 No. of returned M.Os. Nil Nil 10 No. of returned Cheques 1120 532 11 No. of returned PPO. 176 174
Internal Audit Report of RO, Thane 2011-13 8
12 No. of 7A cases initiated 69 255 13 No. of 7A cases disposed 173 300 14 No. of 7A cases pending 232 187 15 Amount assessed u/s 7A (in lakh) 777.65 375.10 16 Amount recovered (in lakh) 233.19 300.47 17 No. of RRC issued 20 14 18 Arrear demand recovered (in lakh) 883.40 176.73 19 No of RRC s pending 352 206 20 Amount of arrear demand pending (in lakh) 1571.91 2380.64 21 No. of 14B cases initiated 30 62 22 No. of 14B Cases disposed 24 57 23 Amount assessed u/s 14B (in lakh) 89.15 94.72 24 Amount recovered u/s 14B (in lakh) 16.14 63.09 25 Amount recovered u/s 7Q (in lakh) 18.95 32.16
Internal Audit Report of RO, Thane 2011-13 9
Staff position as on 31.03.2013 (RO, Thane and SRO, Vashi)
Sl.no Name of Post/Designation *Sanctioned RO,Thane&SRO,Vashi In position Total Thane Vashi 1. RPFC-I Details not available 1 Nil 1 2. RPFC-II -do- 2 1 3 3. APFC -do- 5 2 7 4. Asst. Programmer -do- 1 Nil 1 5. AAO/EO 61 27 17 44 6. PA Details not available 1 Nil 1 7. JR. STENO -do- 1 1 2 8. S.S. 79 43 23 9. HINDI TRANSLATOR Details not available 1 1 2 10. SSSA(TBP) 392 48 107
303 11. SSSA 79 12. SSA 69 13. DPA Details not available 2 1 3 14. DEO GR. A 13 1 Nil 1 15. DEO GR. B 10 Nil Nil Nil 16. LDC 17 5 5 10 17. STAFF CAR DRIVER Details not available 1 Nil 1 18. COOK -do- 1 Nil 1 19. DAFTARY -do- 10 Nil 10 20. MTA -do- 10 5 15 21. TEA/COFFEE MAKER -do- 2 Nil 2 TOTAL 310 163 473
*Separate details of RO, Thane and SRO, Vashi not available.
Internal Audit Report of RO, Thane 2011-13 10
Details of outstanding audit paras
Period Opening balance Dropped by HO Retained due to non compliance Balance 1995-96 1 Nil Nil 1 1996-97 1 Nil Nil 1 1997-98 2 Nil Nil 2 1998-99 4 1 Nil 3 2001-05 9 1 1 9 2005-10 76 30 1 47 2010-11 23 6 Nil 17 Total 116 38 2 80 Paras raised during the current audit (2011-13) 23 Total paras outstanding after the audit of 2011-13 103
Internal Audit Report of RO, Thane 2011-13 11
Executive summary
The current audit is a task bound audit program mainly focused on the compliance of the core function areas of the Organization. The main areas covered in the audit program are
1. Reconciliation of cash book (bank) of all accounts. 2. Collection of interest on belated credit from SBI. 3. Amounts credited in dummy accounts. 4. Reconciliation of pension payments. 5. Payment of commission/ service charges to the bank 6. Cancellation of time barred cheques. 7. Negative balance in member accounts. 8. Compliance of previous audit paras.
The compliance position of the office in the core functional areas has been verified by the IAP in detail during the audit camp. The deficiencies were brought to the notice of the office during the beginning of the camp for remedial action. The current status is summarized as below.
Erroneous debit of Rs.5.63 crore and Erroneous credit of Rs.9.16 crore in the accounts
The office had prepared the cash books and reconciliation statements up to 30/09/2013 in respect of all five accounts. But the unclassified and suspense entries were retained in the accounts without rectification. The position of suspense entries in the five accounts of RO, Thane as on 30/09/2013 is as follows.
Erroneous debit/credit as on 30/09/2013 Account no Erroneous debits Erroneous credits I Rs.3.68 crores Rs.5.11crores X Rs.1.71 crores Rs.2.57 crores II Rs.13.53 lakhs Rs.12.81 lakhs XXI Rs.9.35 lakhs Rs.13.44 lakhs XXII Rs.0.68 lakhs Rs.1.64 lakhs Total Rs. 5.63 crore Rs.9.16 crore
Internal Audit Report of RO, Thane 2011-13 12
Due to the presence of the unclassified/suspense entries in the accounts, the Balance Sheet of RO, Thane as at 31 st March 2013 dont present a true and fair view of the state of affairs. Vide circular no. BSC-6(2) Suspense Account/2010/11/52029 dated 20/03/2012, the FA & CAO has instructed all field offices to complete the rectification of suspense/unclassified entries from the accounts before 31/03/2012. But the position has not been improved till the end the financial year 2013-14.
In Account no.I, Rs.6,45,78,931/- was credited in the bank as transfer from other regions during 2011-12. This figure was not accounted for in the cash book of 2011- 12 and even 2012-13 but figure was incorporated in the Balance sheet of 2011-12 which indicates that final accounts are not correlated/based on basic records like Cash Book. Such practice put the final accounts suspicious.
In Account no.XXI the following figures are pending to be rectified with the bank accounts.
Short clearance of cheques Rs.1097391-60 Excess clearance of cheques Rs.7296774-00
From Account no.XXI, Rs.72.97 lakh was debited by SBI but office is not having any details in this respect. So no claim was preferred with SBI to get refund of this amount so far. The difference is still lying in the reconciliation statement. The amount is lying debited since 2006 or earlier to this period but no efforts were made by the office to get refund of this amount.
Interest on belated credit of Rs.23.91 lakh to be collected from SBI Interest on belated credit was received for the period up to 06/2011 from State Bank of India. Thereafter no claim was preferred by the office for belated interest. For the period 01/2011 to 06/2011 the bank has paid the belated interest based on their calculation. There exists a mismatch between the amount paid by the bank and the amount as per the system reports. The details are
Belated interest as per system report Rs.4401567/- Belated interest received from SBI Rs.2010671/- Balance to be received from SBI Rs.2390896/-
Internal Audit Report of RO, Thane 2011-13 13
The figures in the system generated reports from the period 07/2011 onwards are insignificant or negligible. There is serious doubt about the correctness of the figures. The office is requested to seek the help of the IS division of Head Office in this regard to set right the technical snag in the program.
Rs.17.36 crore credited in dummy accounts
According to the data available in the relevant module in the application software, the receipts of Rs.17,36,41,368-26 through 433 challans for wage months between 04/2011 and 03/2012 were credited in the dummy accounts of RO, Thane. These receipts were not reconciled and proper credit was not given to the payer so far.
Un reconciled amount of Rs.48.13 crore in Pension disbursement
Pension is paying through six banks from RO, Thane. Pension cash books were not seen maintained by the office at the time of beginning of the Audit camp, except in the case of Axis Bank. During the audit camp the cash books of all banks for pension payments were prepared for the period 2011-13. The banks were re credited the undisbursed amount of Rs.7.22 crore during December 2013 into account no.X.
The member wise reconciliation through system has been completed by the office for the period up to 31/12/2013, except for the following banks. The pension payment of Rs.48.13 crore is pending for member wise reconciliation as follows.
Bank Period Amount State Bank of India 03/2010-12/2012 Rs. 43.82 crore ICICI Bank 03/2010-04/2012 Rs.1.28 crore Bank of India 08/2013 Rs. 3.03 crore Total Rs. 48.13 crore
Deduction of excess pension commission of Rs.5.33 lakh and deduction of excess service charges of Rs.60.84 lakh by SBI
Commission for pension disbursement was paid to the banks up to the period 12/2013. But State Bank of India is continuing in the practice of deducting of commission from the accounts of the office without any authorization. That too on the amount deposited in the pension account rather than on the actual amount
Internal Audit Report of RO, Thane 2011-13 14
disbursed. This is highly irregular and in contrary to the agreement for pension disbursement. SBI deducted Rs. 80.77 lakh as commission for pension payment for the period 01/2013 to 12/2013 and which includes an excess amount of Rs. 5.33 lakh. The office has not adjusted this excess commission deducted by SBI.
State Bank of India had deducted excess service charge of Rs.60.84 lakh for providing banking services, during the financial years 2011-12 and 2012-13, which is pending for adjustment. The figure has been calculated by the IAP and intimated to the office through observation memo no.8 dated 22/01/2014. But the office has neither verified the correctness of the amount of service charges deducted by SBI nor claimed the excess amount intimated by the IAP so far (March 2014).
Non cancellation of stale/time barred cheques worth Rs. 34.12 crore
The office is not following the Manual provisions and Head Office circulars, to cancel the time barred and stale cheques. The position of time barred cheques pending to be cancelled by the office as on 30/09/2013 was as follows.
Regarding B of the above, the details of the cheques, such as cheque no., date of issue were not available. As per the information available from the office these cheques were issued before 2010-11.
Position of stale cheques as on 30/09/2013 Account no Details available(A) Details not available(B) Total amt of stale cheques (A)+(B) No of cheques
Amount Number of cheques Amount
I 3262 191526550 Not available 36267827 227794377 X 363 2725992 Not available 104552400 107278392 XXI 87 2958044 Not available 2602487 5560531 II 71 277771 Not available 246707 524478 Total amount of stale cheques 341157778
Internal Audit Report of RO, Thane 2011-13 15
Negative balance of Rs.9.51 crore in member accounts As per the data available from the application software, as on 06/01/2014, 5833 members accounts in 1433 establishments were negative. The amount of negative balance on 06/01/2014 was Rs.10.09 crore. The data as on 14/03/2014 was also taken during the time of finalization of audit report. As on 14/03/2014, 5127 members accounts in 1368 establishments are negative. The amount of negative balance on 14/03/2014 was Rs.9.51 crore.
Compliance position of pending audit paras The position of the pending audit paras is as follows.
Period No of paras 1995-96 1 1996-97 1 1997-98 2 1998-99 3 2001-05 9 2005-10 47 2010-11 17 Total 80
To serve the purpose of the Internal Audit, the field offices need to respond to the audit objections on priority basis. RO, Thane has to take continuous follow up action to reduce the number of outstanding paras to the minimum. Paras from 1995-96 onwards are pending and urgent action is required to settle the old outstanding paras.
Other major issues
For the year 2012-13 the office has not maintained Valuable Document Register (VDR). In the year 2011-12 VDR maintained and the audit noticed that more than 350 instruments were cleared after a delay of more than 7 days from its receipts. The delayed clearances result in loss of interest to the Organization.
Internal Audit Report of RO, Thane 2011-13 16
Annexure-I Statement showing the details of Paras of Previous Audit reports recommended for dropping on verification of actual compliance
Sl.no Period Para no Subject Recommendation 1 1998-99 6 Review of 7A Inquiries for the year 1996-97 and 1997- 98 Compliance verified. The para may be dropped 2 2005-10 3 Non refund of Advance (Rs.5,00,000/-) by M/s.Hindustan Prefab Limited., towards ARM work at RO Mumbai-II, Thane. Compliance verified. The para may be dropped 3 2005-10 6.2 Overpayment of Rs.7,190/- in settlement of PF of Shri Rohidas Patil, MH/14711/93. Compliance verified. The para may be dropped 4 2005-10 8.2 Overpayment of Rs.1391/- in respect of settlement of withdrawal benefit claim of Mr. Ramakant Parab P.F.A/C NO. MH/13057/1423. Compliance verified. The para may be dropped 5 2005-10 9 Non preparation of Schedule of Receipts and Non forwarding of the same to Accounts Section. Compliance verified. The para may be dropped 6 2005-10 16 Irregularities in maintenance of Service Books. Compliance verified. The para may be dropped 7 2005-10 17 Improper verification of bills towards expenditure incurred on contract for Electrician. Compliance verified. The para may be dropped 8 2005-10 25 Non Reconciliation of dues and Remittances of Pension Fund in respect of Establishments Exempted Under Section 17 of the Act. Compliance verified. The para may be dropped 9 2005-10 27 Negative Balance in Form- 24. Compliance verified. The para may be dropped 10 2005-10 28 Irregularity in approval of Form-24 despite large amount of short Remittances. Compliance verified. The para may be dropped 11 2005-10 29 Irregular approval of Form- 24 - Non verification of remittances with SRs / DCBRs. Compliance verified. The para may be dropped
Internal Audit Report of RO, Thane 2011-13 17
12 2005-10 31 Improper scrutiny of Returns in respect of MH/200283 (M/s. CMS Marshall Ltd.) Incorrect calculation of contributions. Compliance verified. The para may be dropped 13 2005-10 35 Difference in name of members as per Form-9 and Form-24. Compliance verified. The para may be dropped 14 2005-10 39 Non- regularization of Residual Balances in F/24. Compliance verified. The para may be dropped 15 2005-10 45 Irregularities in maintaining the Cash Books for pension disbursement. Compliance verified. The para may be dropped 16 2005-10 46 Irregularities in Payment of Service Charges to State Bank of India for Pension disbursement. Compliance verified. The para may be dropped 17 2005-10 47 Non maintenance of S.B. Account in designated Banks for EPS 1995 in proper name. Compliance verified. The para may be dropped 18 2005-10 50 Non following the prescribed procedure in respect of Service Charges Payable to Bank on the total contributions credited to A/c.No.1, 2, 10, 21 & 22. Compliance verified. The para may be dropped 19 2005-10 51 Irregularities in maintenance of Cash Book (Cash) for the period 2005- 06 to 2009-10. Compliance verified. The para may be dropped 20 2005-10 52 Irregular transfer of funds from Account No.22 to Account No.24. Compliance verified. The para may be dropped 21 2005-10 53 Irregular transfer of funds from Account No.21 to Account No.25. Compliance verified. The para may be dropped 22 2005-10 54 Irregularities in maintenance of Cash Book (Bank) in respect of Account No.1, 2, 10, 21 & 22. Compliance verified. The para may be dropped 23 2005-10 56 Irregularities in maintenance of Incumbency Register and non-effecting the periodical changes in task holders. Compliance verified. The para may be dropped 24 2005-10 58 Non submission Insurance policy by the officials in Compliance verified. The para may be dropped
Internal Audit Report of RO, Thane 2011-13 18
cases of sanction of HBA Advance 25 2005-10 59 Inordinate delay in finalization of 7A Inquiry in r/o M/S Garware Synthetics Ltd. Compliance verified. The para may be dropped 26 2005-10 62(1) Non Submission of monthly Return (Appendix A) by the Exempted Establishment since long period. Compliance verified. The para may be dropped 27 2005-10 64 Non-furnishing of data of total Investment as on 31 st
March every year by the Exempted Establishments. Compliance verified. The para may be dropped 28 2005-10 65 Non updation of Register of Section 7A Inquiries. Compliance verified. The para may be dropped 29 2005-10 69 Non-submission of Return of subscribers for the year 2008-09 in respect of M/s.CMS Marshall Ltd. (MH/200283). Compliance verified. The para may be dropped 30 2005-10 72 Improper mentioning of past service and actual service while issuing the scheme certificate. Compliance verified. The para may be dropped 31 2005-10 74 Improper maintenance of Scheme Certificate Control Register Compliance verified. The para may be dropped 32 2005-10 75 Improper maintenance of Pension Payment Order Register Compliance verified. The para may be dropped 33 2005-10 76 Improper maintenance of Scroll Inward Register and non-reconciliation of Scroll Register with Cash Books. Compliance verified. The para may be dropped 34 2010-11 Part- II. 1(a) Irregularities in medical claims. Sri. Premchand Kumar SSA. Compliance verified. The para may be dropped 35 2010-11 1(b) Irregularities in medical claims. Sri. V.M Sawaikar EO. Compliance verified. The para may be dropped 36 2010-11 2 Electricity bill for 8 th floor is not in the name of the office. Compliance verified. The para may be dropped 37 2010-11 3(a) Review of LPC Shri. RR Mishra Hindi Tr. Recovery of Rs.17386/-. Compliance verified. The para may be dropped 38 2010-11 3(b-3) Non recovery of advances from Sri. Viswajeet Compliance verified. The para may be dropped
Internal Audit Report of RO, Thane 2011-13 19
N.Marbate. 39 2010-11 4 Review of dormant SPF accounts. Compliance verified. The para may be dropped 40 2010-11 5 Inadequate fire safety arrangements. Compliance verified. The para may be dropped 41 2010-11 6 Dead stock. Compliance verified. The para may be dropped 42 2010-11 7 L.T.C on leave. Compliance verified. The para may be dropped 43 2010-11 9(a) L.T.C claim of Sri. Satpal Kapil Compliance verified. The para may be dropped 44 2010-11 9(b) L.T.C claim of Sri.T.C. Jankhani. Compliance verified. The para may be dropped 45 2010-11 9(c) L.T.C claim of Sri. Narendra K. Singh. Compliance verified. The para may be dropped 46 2010-11 9(d) L.T.C claim of Sri. Manoranjan Kumar. Compliance verified. The para may be dropped 47 2010-11 9(e) L.T.C claim of Smt. S.T. Lokande Compliance verified. The para may be dropped 48 2010-11 9(g) L.T.C claim of Smt. Shilpa Sawant. Compliance verified. The para may be dropped 49 2010-11 Part- III 3(15) Negative balance MH/200951/250 Compliance verified. The para may be dropped 50 2010-11 3(16) Negative balance MH/200951/265 Compliance verified. The para may be dropped 51 2010-11 3(17) Negative balance MH/200282/853 Compliance verified. The para may be dropped 52 2010-11 3(18) Negative balance MH/36623/202 Compliance verified. The para may be dropped 53 2010-11 4(2) Data migration activities (short remittance) MH/35187 Compliance verified. The para may be dropped 54 2010-11 4(10) Data migration activities (short remittance) MH/39755 Compliance verified. The para may be dropped 55 2010-11 4(11) Data migration activities (short remittance) MH/41804 Compliance verified. The para may be dropped 56 2010-11 4(13) Data migration activities (short remittance) MH/99716 Compliance verified. The para may be dropped 57 2010-11 4(29) Data migration activities (short remittance) MH/95282 Compliance verified. The para may be dropped 58 2010-11 4(30) Data migration activities (short remittance) MH/44634 Compliance verified. The para may be dropped 59 2010-11 4(31) Data migration activities (short remittance) MH/200282 Compliance verified. The para may be dropped
Internal Audit Report of RO, Thane 2011-13 20
60 2010-11 4(32) Data migration activities (short remittance) MH/36623 Compliance verified. The para may be dropped 61 2010-11 Part- IV 2 PPO no 4054956 wrong pensionable service resulted in to excess payment. Compliance verified. The para may be dropped
Internal Audit Report of RO, Thane 2011-13 21
Annexure-II (A)
Statement showing the details of paras recommended for dropping by the IAP on getting reply and verification of compliance.
No reply was received by IAP during Camp Stay at Thane. Hence no recommendation could be made to Head Office to drop the pending paras.
Internal Audit Report of RO, Thane 2011-13 22
Annexure-II (B)
Statement showing the details of Paras of Previous Audit Reports still Outstanding for want of final compliance
Sl. No.
Period Para No. Subject Recommendations 1 1995-96 10 Finalisation of Coverage No reply, hence not recommended for dropping. 2 1996-97 11 N.A. Details of observation not available. 3 1997-98 4 MH/21136/11181 & 11379 No reply, hence not recommended for dropping. 4 1997-98 5 Overpayment of Rs.1171/- in r/o MH/16584/1617 No reply, hence not recommended for dropping. 5 1998-99 2.1 Transport Allowance No reply, hence not recommended for dropping. 6 4 M/s.V.G.Vakins, Raigad, MH/96068 observation regarding employment strength No reply, hence not recommended for dropping. 7 1998-99 10 Detection of Overpayment in EPF settlement and irregular payment in withdrawal benefit under EPS in r/o Shri B.Torvi, MH/8472/600. No reply, hence not recommended for dropping. 8 2001-05 2 Negative Balance in respect of MH/36891/50, 54, 55, 76, 77, 83, 84 No reply, hence not recommended for dropping. 9 2001-05 3 Overpayment of Rs.1880/- in respect of MH/95076/324 No reply, hence not recommended for dropping. 10 2001-05 4 Excess payment of Rs.97000/- with interest in respect of MH/8291/271 No reply, hence not recommended for dropping. 11 2001-05 5 Negative balance in respect of MH/4094/484, 639, 955, 1479 No reply, hence not recommended for dropping. 12 2001-05 6 Short remittance Para dropped by HO subject to the verification of IAP. The reply to the relevant para not seen submitted. Hence recommended to retain the para 13 2001-05 8 Negative Balance in respect of MH/18297/203 Rs.12724/- No reply, hence not recommended for dropping. 14 2001-05 9 Excess paid amount of Rs.651/- to MH/26749C/26. No reply, hence not recommended for dropping. 15 2001-05 10 Negative balance in respect of MH/19602/1386, 685, 1252 No reply, hence not recommended for dropping. 16 2001-05 29 Excess/Shortage of staff in RO No reply, hence not recommended for dropping. 17 2005-10 1 Non production of Records/documents for Audit No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 23
due to improper and irregular weeding out of records in contravention of Manual provisions Non providing of space for Record Room. 18 2005-10 2 Excess Payment of Rs.19056/- in settlement of Tour TA claim of Shri G.M. Mahawar, APFC, Shri C.P. Mathur, APFC and Smt. Rojita Sudhas, EDP Supervisor. No reply, hence not recommended for dropping. 19 2005-10 4 Improper maintenance of Dead Stock Register No reply, hence not recommended for dropping. 20 2005-10 5 Misplacing of Form-9 and irregular processing of Accounts in respect of M/s.Navinon Ltd., MH/9400. No reply, hence not recommended for dropping. 21 2005-10 6.1 Overpayment of Rs- 27917/- in the settlement of Transfer out (Form -13) claim in respect of Shri Praveen Vijayshankar (MH/39186/237). No reply, hence not recommended for dropping. 2005-10 6.3 Overpayment of Rs.5628/- in the settlement of EPF claim in respect of Shri Sanjay B. Kulkarni (MH/96594/1407) during 2008-09. No reply, hence not recommended for dropping. 2005-10 6.4 Overpayment of Rs.2,918/- to Shri Mahesh Jadhav,, MH/12217/765 in PF Final Settlement. No reply, hence not recommended for dropping. 2005-10 6.5 Overpayment of Rs.2,852/- to Shri Kailas Manohar Kshirsagar, MH/12217/1111 in PF Final Settlement. No reply, hence not recommended for dropping. 22 2005-10 7 Unauthorized removal of negative balances from F/24 of M/s. Navinon Ltd., MH/1492. No reply, hence not recommended for dropping. 23 2005-10 8.1 Overpayment of Rs.10,934/- to Mrs. Garima Sai Sundaram, MH/35730/457 towards Withdrawal Benefit Settlement.
No reply, hence not recommended for dropping. 24 2005-10 10 Non updation of Overpayment Register. No reply, hence not recommended for dropping. 25 2005-10 11 Non execution of Sale Deed in favour of CBT, EPFO by MIDC. No reply, hence not recommended for dropping. 26 2005-10 12 Non verification of genuineness of bills towards expenditure incurred on Staff No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 24
engaged through Contracters, before effecting the Payments. 27 2005-10 13 Irregularity in Procurement of Stationery and Printing of Forms. No reply, hence not recommended for dropping. 28 2005-10 14 Non submission of mortgage Bond and Bill by the officials in cases of sanction of Computer Advance. No reply, hence not recommended for dropping. 29 2005-10 15 Non submission of Registration Book/Certificate in cases of sanction of Conveyance Advances. No reply, hence not recommended for dropping. 30 2005-10 18 Irregularities in functioning of Departmental Canteen. No reply, hence not recommended for dropping. 31 2005-10 19 Irregularities in LTC claims. No reply, hence not recommended for dropping. 32 2005-10 20 Non finalization of Inquiries U/S 7 A of the Act even after lapse of number of years from date of initiation of the Inquiry and involve default for old period. No reply, hence not recommended for dropping. 33 2005-10 21 Huge pendency of Voluntary Coverage cases for issue of Notification. No reply, hence not recommended for dropping. 34 2005-10 22 Non-recovery of Arrear Demand (Realisable) from the defaulting Establishments. No reply, hence not recommended for dropping. 35 2005-10 23 Non finalization of Inquiries U/S 14 B & 7 Q of the Act within time limit. No reply, hence not recommended for dropping. 36 2005-10 24 Non levy of damages U/s.14B of the Act Loss to the Organisation. No reply, hence not recommended for dropping. 37 2005-10 26 Non Updating of Form 7 (PS) in to Computer System Environment. No reply, hence not recommended for dropping. 38 2005-10 30 Improper scrutiny of returns submitted by M/s. Tech Pacific India Ltd., MH/45539 showing contributions for a period beyond date of cessation. No reply, hence not recommended for dropping. 39 2005-10 32 Improper scrutiny of F/6A Returns and irregular approval of Form-24 of M/s.V.J.Dhodia & Brothers, MH/15470 non detection of erroneous diversion of EPS Contributions and remittance No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 25
of PF at lesser rate. 40 2005-10 33 Improper scrutiny of F/6A Returns and irregular approval of Form-24 of M/s.Sikova Emdroideries Limited, MH/12217 non detection of erroneous diversion of EPS Contributions. No reply, hence not recommended for dropping. 41 2005-10 34 Non up dation and Improper maintenance of F/9. Para dropped by HO subject to the verification of IAP. The office has submitted reply of partial compliance only. That too not complete. For example updating of Form-9 of MH/99023. The Form- 9 is still incomplete. Hence the para may be retained. 42 2005-10 36 Irregular approval of Form- 24 Non verification of remittances from SRs Non scrutiny of Returns in respect of MH/99543. No reply, hence not recommended for dropping. 43 2005-10 37 Non-crediting interest for 2006-07 on transfer-in amount at the time of settlement in r/o MH/99961/221. No reply, hence not recommended for dropping. 44 2005-10 38 Non maintenance of Important Registers by Accounts Sections. No reply, hence not recommended for dropping. 45 2005-10 40 Short Payment of Rs.8480/- of Mr. Gopal Kanu Gharat, PF A/c.No. MH/22030/42. No reply, hence not recommended for dropping. 46 2005-10 41 Improper processing of PF Claims and non debiting of withdrawals No reply, hence not recommended for dropping. 47 2005-10 42 Short Payment of Rs.5,378/- in EDLI Settlement of Smt. Smita Parab PF No. MH/44262/23. No reply, hence not recommended for dropping. 48 2005-10 43 Erroneous increase in NCP Days in settlement of F/10C cases with a view to grant lesser amounts of withdrawal benefits. No reply, hence not recommended for dropping. 49 2005-10 44 Erroneous reduction in wages with a view to grant lesser amounts of withdrawal benefits. No reply, hence not recommended for dropping. 50 2005-10 48 Irregularities in issuing cheques to designated Banks towards Pension Payments issuance of cheques for higher amounts. No reply, hence not recommended for dropping. 51 2005-10 49 Irregularities in respect of No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 26
interest on belated credits by Bank Non-preferring of claims thereof. 52 2005-10 55 Non-clearance of huge outstanding amount shown in Cash Book (Bank) in respect of A/c.No.1 & 2. No reply, hence not recommended for dropping. 53 2005-10 57 Irregularities in maintenance of Library Register No reply, hence not recommended for dropping. 54 2005-10 60 Non maintenance of Register on watching Inspection Charges in respect of Account No. 02 and 22. No reply, hence not recommended for dropping. 55 2005-10 61 Non maintenance of Register of Exempted Establishments No reply, hence not recommended for dropping. 56 2005-10 62 (2,3,4, 5) Non Submission of monthly Return (Appendix A) by the Exempted Establishment since long period. No reply, hence not recommended for dropping. 57 2005-10 63 Irregularity in the remittance of Inspection Charges and Contribution by M/s. Toyo Engg. India Ltd. (MH/19504) No reply, hence not recommended for dropping. 58 2005-10 66 Non preparation of Recovery Dossier in respect of defaulting Estt. having default of Rs. Ten Lakh & above. No reply, hence not recommended for dropping. 59 2005-10 67 Improper/Non-maintenance of Register. No reply, hence not recommended for dropping. 60 2005-10 68 Non maintenance of Register of Securities. No reply, hence not recommended for dropping. 61 2005-10 70 Irregular allotment of PF Account Numbers to members by M/s.Ranisati Fabric Mills Ltd., MH/38981. No reply, hence not recommended for dropping. 62 2005-10 71 Discrepancy in the Registered Agreement for sale of property submitted for sanction of 68B(1)(a) advance in respect of MH/14081/91 and 106 in 2009-10. No reply, hence not recommended for dropping. 63 2005-10 73 Irregularity in the settlement of Form-20 (EPF claim) in respect Late Shri Shyam Bihari Pandey (MH/3944/134). No reply, hence not recommended for dropping. 64 2010-11 Part-II 1(c) Irregularity in reimbursement of medical claims-Sri. V.G.Bodhi No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 27
65 2010-11 3(b-1,2) Non recovery of advance as per LPC No reply, hence not recommended for dropping. 66 2010-11 8 Non submission of records No reply, hence not recommended for dropping. 67 2010-11 9(f) L.T.C claim of Smt. Regina Fernandes No reply, hence not recommended for dropping. 68 2010-11 Part-III 1 Statement indicating periodicity of claims settled for the period 01/04/2010 to 31/03/2011 No reply, hence not recommended for dropping. 69 2010-11 2 Residual balance No reply, hence not recommended for dropping. 70 2010-11 3 Negative balance No reply, hence not recommended for dropping. 71 2010-11 4 Data migration activities (short remittance) No reply, hence not recommended for dropping. 72 2010-11 5 Difference of names as per Form-9 versus Form-24 No reply, hence not recommended for dropping. 73 2010-11 6 Non approval of Form-24 No reply, hence not recommended for dropping. 74 2010-11 7 Non credit of transfer-in in the respective members account No reply, hence not recommended for dropping. 75 2010-11 8 Non maintenance of ledger cards No reply, hence not recommended for dropping. 76 2010-11 9 Non preparation of worksheet No reply, hence not recommended for dropping. 77 2010-11 10 Irregularity in writing short remittance letter to the establishment No reply, hence not recommended for dropping. 78 2010-11 11 Non attestation of withdrawal register No reply, hence not recommended for dropping. 79 2010-11 Part-IV 1 PPO no.4055345 bearing name of Sri. Rahimathullah S. Choudhari No reply, hence not recommended for dropping. 80 2010-11 3 Scrutiny of cash book of pension No reply, hence not recommended for dropping.
Internal Audit Report of RO, Thane 2011-13 28
ADMINISTRATION
Para-1
Unliquidated advances and balances
As per the Balance Sheet of the Office as on 31/03/2013, the following advances and balances were lying without any adjustment/recovery.
Description Overpayments Pay advance Miscellaneous advance OB as on 01/04/2012 94977-00 10181-00 22243-00 Paid during 2012-13 31431-00 19260-00 Nil Recovered during 2012- 13 31431-00 19260-00 Nil Closing balance on 31/03/2013 94977-00 10181-00 22243-00
1. Overpayments The opening balance in this head is Rs.94977-00. This amount is pending from 01/04/2011 onwards without any recovery. Rs.31431-00 was seen paid during the year 2012-13 and the amount recovered during the same year. But the balance amount of Rs.94977-00 is not recovered so far. The office not provided the details of the amount the persons responsible. The outstanding balance may be recovered from the responsible persons immediately.
2. Pay advance The opening balance under the head of account was Rs.10181/- for the year 2012-13. The amount paid during 2012-13 was seen recovered in the year itself. But the outstanding amount was not recovered or adjusted. The details of this pending advance not provided. The office may take immediate action to recover/adjust the outstanding balance.
3. Miscellaneous advance The opening balance under this head was Rs.22243-00 for the year 2012-13. This amount is pending from 01/04/2011 onwards without any adjustment. The office not provided the details of this outstanding advance and the amount may be recovered from the persons responsible without further delay.
The compliance position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 29
CASH
Para -2
Deficiencies in reconciliation of Cash book (bank) of Account no.I
The reconciliation statement as on 31/03/2013 was prepared as follows (page no.262 of cash book).
Description Amount Balance as per cash book as on 31/03/2013 (-) 292215599-70 Add : outstanding cheques for clearance (+)227636668-70 Add : Transfer from other regions not effected in the cash book. (+) 64578931-00 Balance as per bank statements as on 31/03/2013 0-00
The cash book of A/c No. I was last reconciled up to 30/09/2013. The reconciliation statement of cash book (bank) with bank statements of RO, Thane as on 30/09/2013 was prepared as follows (page no.274 of the cash book).
Description Amount Balance as per cash book as on 30/09/2013 (-) 294973672-70 Add : outstanding cheques for clearance (+) 233367877-70 Add : Transfer from other regions not effected in the cash book. (+) 64578931-00 Balance as per bank statements as on 30/09/2013 (-)2973136-00
1. The closing balance as per bank statements as on 30/09/2013 was zero. But the office mentioned the bank balance as (-) 2973136-00. The office has intimated that the difference
Internal Audit Report of RO, Thane 2011-13 30
in the reconciliation has been shown in the statement as bank balance since 04/2013. The amount was transferred from account no. I to account no. V in 2005. But the corresponding entry was not made in account no. V. So the amount has been shown as transfer in. Now it was reversed but the corresponding entry has not been made in transfer in account, since this amount was previously accounted for as transfer in by RO, Thane. The office may take necessary action to rectify it and to show the correct bank balance in the reconciliation statement.
2. Erroneous Debits of Rs.3.68 crore and Erroneous Credits of Rs.5.11 crore in Account no.I
The position of suspense account is as follows.
From the above it is obvious that the suspense entries accumulated prior to 2011-12 are pending for rectification and no substantial progress has been achieved by the office during the financial year 2012-13 and 2013-14 (up to date of reconciliation).
The amount shown under the head unclassified/suspense account was increasing year after year in the Balance Sheet of RO, Thane. This is an unhealthy trend and shows that the office has not taken adequate measures to arrest the trend. After the introduction of ECR, normally there will not be any room for suspense/unclassified entries in the accounts. In the meantime the office has not taken any efforts to clear the unclassified figures from its accounts and clean the financial data.
The office may take immediate action to streamline the outstanding balance in the suspense account and the position may be intimated.
Suspense account Erroneous Credits Erroneous Debits As on 31/03/2011 Rs.47149298-00 Rs.5439293-00 As on 31/03/2012 Rs.47320093-00 Rs.36250638-30 As on 31/03/2013 Rs.47361162-00 Rs.36698447-80 As on 30/09/2013 Rs.51056259-00 Rs.36762389-80
Internal Audit Report of RO, Thane 2011-13 31
3. Non cancellation of stale cheques worth Rs.22.78 crore
Position of outstanding cheques Cheques issued but not presented for payment as on 30/09/2013 Rs.233367877-70 Valid cheques (issued within 3 months) Rs.5573501-00 Stale cheques for which details available Rs.191526550-00 Stale cheques for which details not available Rs.36267826-70 Total stale cheques Rs.227794376-70
. As per the reconciliation statement as on 30/09/2013, the outstanding cheques for realization comes Rs.23,33,67,877-70. The office has provided the details of 3360 outstanding cheques worth Rs.19,71,00,051-00 only and the details such as cheque number, amount, date of issue of cheques worth Rs.3,62,67,826-70 were not found available with the office. It was intimated that all these cheques were issued in the previous years and the details were not available. The details of outstanding cheques of Rs.19,71,00,051-00 were verified and it was found that 3262 cheques amounting to Rs.19,15,26,550-00 were time barred or stale but not cancelled by the office. The total amount of stale cheques as on 30/09/2013 was Rs.22,77,94,376-70. . The office has failed to take action as per para 7.25.12 of Chapter 7 of MAP Part-1 as well as Circular no. Bkg./7(1)2004/2004/NBA/PartII dated 08/09/2005, to cancel the time barred cheques. As per the Head Office Circular,
the time barred/stale cheques should be cancelled in the cash book by showing a minus entry in red ink after verifying the bank statement of not only of that particular account from which the cheque was issued but from the bank statements of the other accounts also. After verifying, if it is found that the cheque is not cleared, it should be cancelled and intimation should be sent to the account section for intimation. An intimation to the bank should also be sent for stopping payment of that particular cheque as a measure of caution.
Except the 98 outstanding cheques for Rs. 55,73,501-00, all other cheques worth Rs.22,77,94,376-70 are stale and required to be cancelled.
Internal Audit Report of RO, Thane 2011-13 32
4. Transfer from other regions not effected in the cash book
It was noted that the figure shown as transfer from other regions not effected in the cash book is appearing in the reconciliation statement from 31/03/2012, without rectification. On detailed verification, it was seen that this figure is the accumulation of the previous years figures. The details are shown below.
The office has not taken any action to account these figures in the cash book of RO, Thane from November 2011 onwards, however incorporated this amount in Balance sheet for the year 2011-12. This shows that whatever figures were given in Balance sheet was not based on basic record like cash books. The reasons for this irregularity may be intimated to audit. The office may take immediate action to rectify this.
The office may take action to rectify the deficiencies pointed out above immediately and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 33
Para-3
Deficiencies in reconciliation of Cash book (bank) of Account no.X
The cash book of A/c No. X was found last reconciled up to 30/09/2013. The reconciliation statement of the cash book (bank) of account no.X with bank statements as on 30/09/2013 was prepared by the office as follows (page no.15 cash book).
Balance as per cash book as on 30/09/2013 (-) 173709052-50 Add : Outstanding cheques for clearance - Previous
(+) 104552400-50 Add : Outstanding cheques for clearance - Current
(+) 68984680-00 Balance as per bank as on 30/09/2013 (-) 171972-00
1.Erroneous credit of Rs.2.62 crore and Erroneous debit of Rs.1.71 crore
The amount parked in the heads erroneous credit and erroneous debit are a matter of concern by the Head Office. Time and again the need to clear the suspense and doubtful entries was emphasized by the Head Office. The position of the office in the area is as follows.
Position of erroneous credit/debit Balance Erroneous credit Erroneous debit As on 31/03/2011 Rs. 53,42,909-00 Rs. 1,31,36,505-00 As on 31/03/2012 Rs. 3,08,11,083-25 Rs. 1,62,80,724-00 As on 31/03/2013 Rs. 2,57,22,501-25 Rs. 1,70,61,538-50 As on 30/09/2013 Rs. 2,62,31,771-25 Rs. 1,70,69,870-50
The issue may be brought to the notice of the bank and the matter may be followed up until it is solved completely. It is evident from the above that the quantum of the amount has
Internal Audit Report of RO, Thane 2011-13 34
been increased substantially during the last three years. Any laxity from the part of the office to track the issue may affect the financial health of the Organization adversely.
2. Non cancellation of stale cheques worth Rs.10.73 crore
Position of outstanding cheques Cheques issued but not presented for payment as on 30/09/2013 Rs.173537080-50 Valid cheques (issued within 3 months) Rs.66258688-00 Stale cheques for which details available Rs.2725992-00 Stale cheques for which details not available Rs.104552400-50 Total stale cheques Rs.107278392-50
The details such as cheque number, amount and date of issue of the outstanding cheques issued by the office during the previous years amounting to Rs.10,45,52,400-50 was not found available with the office. The office has failed to maintain the records of all outstanding cheques as on 30/09/2013.The office has provided the details of outstanding cheques worth Rs.68984680-00 only. Even after eleven months from the closing of the financial year, the office has not taken any action to cancel the time barred/stale cheques.
Para 7.25.12 of Chapter 7 of MAP Part-1 as well as Circular no. Bkg./7(1)2004/2004/NBA/PartII dated 08/09/2005 of Head Office stipulates that all time barred/stale cheques to be cancelled on regular intervals to prevent fraudulent payments and to ascertain the correct financial position of the Organization. As per the Head Office Circular,
the time barred/stale cheques should be cancelled in the cash book by showing a minus entry in red ink after verifying the bank statement of not only of that particular account from which the cheque was issued but from the bank statements of the other accounts also. After verifying, if it is found that the cheque is not cleared, it should be cancelled and intimation should be sent to the account section for intimation. An intimation to the bank should also be sent for stopping payment of that particular cheque as a measure of caution.
The office may take action to collect the details of the cheques worth Rs.10.46 Crores and to cancel all time barred/stale cheques worth Rs.10.73 crore immediately and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 35
Para-4
Deficiencies in reconciliation of Cash book (bank) of Account No.II
The cash book of A/c No. II was last reconciled up to 30/09/2013. The reconciliation statement of the cash book (bank) of account no.II with bank statements, as on 30/09/2013 was prepared by the office as follows (page no.18 of cash book).
Balance as per cash book as on 30/09/2013 (+) 48251477-46 Add : Outstanding cheques- previous (+) 246707-00 Outstanding cheques- current (+) 9761375-00 Balance as per bank statement as on 31/3/2013 (+)50321628-39
1. Erroneous credit of Rs.1.28 crore and Erroneous debit of Rs. 13.53 lakh
The position of unclassified/suspense entries in the last three financial years is as follows.
Erroneous debit/credit as on Erroneous credit Erroneous debit 31/03/2011 12683412-69 313298-00 31/03/2012 12808209-69 1184054-00 31/03/2013 12808511-69 1352914-00 30/09/2013 12808511-69 1352914-00
As per para 7.9.3 of Ch.7 of MAP Part-1, wrong/erroneous credit and incorrect entries should be intimated to the bank for rectification. But the suspense entries pending from 2010-11 are increasing year by year. The office has failed to take action to contain the issue so far. As per the financial statements, the adjustment of erroneous debit/credit made during the financial year 2012-13 and 2013-14 (up to 30/09/2013) was zero. The erroneous entries were allowed to accumulate during the financial year 2011-13 without any follow up action. The office may take steps to bring the issue to the notice of the bank and to rectify all suspense entries immediately. The position may be intimated to the audit.
Internal Audit Report of RO, Thane 2011-13 36
2. Non cancellation of stale cheques worth Rs.5.24 lakh
Position of outstanding cheques Cheques issued but not presented for payment as on 30/09/2013 Rs.10008082-00 Valid cheques (issued within 3 months) Rs.9483604-00 Stale cheques for which details available Rs.277771-00 Stale cheques for which details not available Rs.246707-00 Total stale cheques Rs.524478-00
The office has not maintained the details of all outstanding cheques pending for realization as on 30/09/2013. The details such as cheque number, amount and date of issue of cheques worth Rs.246707-00 were not available in the office. It was intimated that these cheques are pending from previous years and the details are not available. The office may take action to collect the details of these cheques and to ascertain the status.
The office has provided the details of 156 cheques worth Rs.9761375-00 pending for realization as on 30/09/2013. Even after eleven months from the closing of the financial year, the office has failed to cancel the time barred cheques. The office may take immediate action to cancel all time barred cheques and the position may be intimated.
3. Incorrect carry forwarding of cash book balance.
On verification of the cash book, it was noticed that the closing balance as on 31/03/2012 was Rs.67932839-46 but the opening balance carry forwarded on 01/04/2012 was Rs.75870770-53. This is highly irregular and needs clarification. Without actual receipt of money, how the cash book balance was inflated by Rs.7937931-07 was not clarified. This is gross violation of the basic accounting principles also. Because of this, the Balance Sheet of RO, Thane as on 31/03/2013 do not give a true and fair view of the state of affairs of the office. The office may take action to rectify this immediately and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 37
Para-5
Deficiencies in reconciliation of Cash book (bank) of Account no.XXI
The cash book of A/c No. XXI was last reconciled up to 30/09/2013. The reconciliation statement of the cash book (bank) of account no.XXI with bank statements, as on 30/09/2013 was prepared by the office as follows (page no.12 of cash book).
Balance as per cash book as on 30/09/2013 (+) 15666134-22 Short/excess up to (+) 1097391-60 Excess/less in clearance (-) 7296774-00 Add : Outstanding cheques- previous (+) 2602487-20 Outstanding cheques- current (+) 4509004-00 Balance as per bank statement as on 30/9/2013 (+)16578243-02
1. Erroneous credit of Rs.13.44 lakh and Erroneous debit of Rs.9.98 lakh
The Head Office has emphasized the need and importance of clearing of erroneous debit and erroneous credit from the accounts of the field offices on several times. The annual financial data of RO, Thane shows unclassified/erroneous data without rectification in account no.XXI. The position of the office for the last three years is as follows.
Balance as on Erroneous debit Erroneous credit 31/03/2011 Rs.290733-00 Rs.748992-00 31/03/2012 Rs.925678-99 Rs.1330513-00 31/03/2013 Rs.935267-99 Rs.1344025-00 30/09/2013 Rs.998083-99 Rs.1344025-00
Internal Audit Report of RO, Thane 2011-13 38
The unclassified and erroneous entries increased substantially during the last three years. It is also pertinent to note that the data cleared during 2012-13 and 2013-14 (up to 09/2013) was zero. This is a matter of concern by the Head Office. As per para 7.9.3 of Ch.7 of MAP Part-1, wrong/erroneous credit and incorrect entries should be intimated to the bank for rectification. The office may take immediate action to rectify the erroneous/doubtful entries in the accounts and the position may be intimated.
2. Non cancellation of stale cheques worth Rs.5.56 lakh
Position of outstanding cheques Amount of cheques issued but not presented for payment as on 30/09/2013 Rs.7111491-20 Valid cheques (issued within 3 months) Rs.1550960-00 Stale cheques for which details available Rs.2958044-00 Stale cheques for which details not available Rs.2602487-20 Total stale cheques Rs.5560531-20
The office has not provided the details of all outstanding cheques for realization. The details of the outstanding cheques worth Rs.2602487-20 were not available for verification. The details of 112 outstanding cheques worth Rs.4509004-00 were provided by the office. On verification it was found that several cheques issued from May 2010 are pending for clearance as on 30/09/2013. Since the validity period of cheque is three months according to the revised guidelines of Reserve Bank of India, cheques issued prior to July 2013 are time barred as on 30/09/2013. Accordingly cheques worth Rs.5560531-20 are time barred are required to be cancelled. The office has given scant regards to the circular issued by the Head Office in this regard. The provisions of Para 7.25.12 of Chapter 7 of MAP Part-1 was also not followed by the office to cancel the time barred cheques.
The office may take immediate action to cancel all time barred/stale cheques issued from the account and the position may be intimated. This procedure may be done regularly to prevent fraudulent withdrawals and to clean the financial data.
Internal Audit Report of RO, Thane 2011-13 39
Para-6
Erroneous credit of Rs.1.65 lakh and Erroneous debit of Rs.0.68 lakh in Account no.XXII
The cash book of A/c No. XXII was last reconciled up to 30/09/2013. According to the annual financial data, the position of erroneous debit and erroneous credit in account no.XXII is as follows.
Balance as on Erroneous debit Erroneous credit 31/03/2011 53018-20 7527-00 31/03/2012 64852-20 7484-00 31/03/2013 67833-20 164126-89 30/09/2013 67833-20 164566-89
The suspense entries in the account have increased many folds during the last three financial years. There was no progress in the clearance of unclassified entries achieved by the office in the year 2012-13 and 2013-14 (up to 30/09/2013). As per para 7.9.3 of Ch.7 of MAP Part-1, wrong/erroneous credit and incorrect entries should be intimated to the bank for rectification.
The office may take action to bring the issue to the notice of the bank and to rectify it immediately. The matter may be followed up until the issue is solved and the position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 40
Para-7
Unauthorized excess clearance of Rs.72.97 lakh from account no.XXI
The bank reconciliation statement of account no.XXI as on 30/09/2013 shows two entries as follows.
Short/excess up to 1097391-60 Excess/less in clearance 7296774-00
Rs.1097391-60 was added with the cash book balance and Rs.7296774-00 was deducted from the cash book balance. That means Rs.1097391-60 was short in clearance and Rs.7296774-00 was excess in clearance. The bank reconciliation statement of April 2010, which is the last reconciliation statement available in the cash book, was verified and the above entries were appearing in the statement without any change.
Even after more than three years, the office has not rectified the erroneous entries from the accounts. It is a serious irregularity that the office has not taken any action to recoup the amount of Rs.72.97 lakhs, which was withdrawn from the accounts of the office by the bank illegally and without authorization, as excess clearance. As per para 7.9.3 of Ch.7 of MAP Part-1, wrong/erroneous credit and incorrect entries should be intimated to the bank for rectification. The office may take action to bring the issue of short/excess and excess/less in clearance to the notice of the bank and rectify it immediately. The possibility of tampering the cheque amounts cannot be ruled out at this stage.The matter may be followed up until it is solved completely and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 41
Para-8
Non recovery of Rs.23.91 lakh Interest on Belated Credit due from State Bank of India
As per Para 6.9.4 of the MAP Part-I, at the time of closing of cash book for each of the accounts, a certificate is to be recorded in the cash book that the statement of belated credit of funds by SBI has been prepared and forwarded to SBI under the signature of APFC. The details of amount of interest claimed and outstanding as on 1 st day of the month, amount claimed during current month should also be recorded below the monthly bank reconciliation statement recorded in cash book. The office has not followed this procedure for claiming interest on belated credit. No records were maintained by the office for watching the prompt and timely receipt of interest on belated credit. This has resulted in huge financial loss to the Organization.
1. Balance interest to be received from SBI
On verification of records, it was found that the bank paid interest on belated credits up to the period 06/2011 based on their calculation. The office has not verified the correctness of this. There exists a gross mismatch between the amount due as per the data available from the relevant module of application software and the amount received from SBI.
(Amount in Rs.)
The office has not made any efforts to claim the short paid amount so far. The office may take steps to verify the statements and relevant challans immediately and claim the
Month Interest on belated credit Received from SBI As per system report 01/2011 128307 631992 02/2011 168113 432748 03/2011 321316 760630 04/2011 204720 467058 05/2011 140566 813943 06/2011 1047649 1295196 Total 2010671 4401567 Balance to be received from SBI 2390896
Internal Audit Report of RO, Thane 2011-13 42
balance amount. The differential rate may be applied wherever applicable. The interest received from the bank was credited in Account no.II instead of crediting in the respective accounts. Account no.II is the revenue account of EPFO and the interest ought to be credited in respective accounts as per Para 6.9.2 (xi) of MAP Part-I.
2. Non claiming of interest on belated credit
The bank has not paid the interest on belated credit after 6/2011. The office has not made any claim in this regard with the bank authorities. Service charges were deducted by the bank up to 03/2013 without adjusting the amount payable by them as penal interest. As per the system generated reports for the period from 07/2011 onwards, the interest on belated credit and service charges payable are some insignificant figures. This is also not in conformity with the amount of service charges deducted by the bank. The office cannot confide in solely the system generated reports right now because of the uncertainty of the data. An indicative list is appended below. The office may take up the issue with the IS division of Head Office and it may be sort out at the earliest.
(Amount in Rs.)
Month Service charges Interest on belated credit as per system report Deducted by bank As per system report 07/2011 3258126 15054 1491 08/2011 4024067 88152 10337 09/2011 3215528 4760 541 10/2011 3139946 31406 1818 11/2011 3775207 289774 28591 12/2011 3561228 28208 1547
The list is indicative only. For the period after 12/2011 also shows some irrelevant figures. Office may take action to claim the interest on belated credits on a monthly basis and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 43
Para-9
Non recovery of excess service charge of Rs.60.84 lakh deducted by SBI
As per Para 6.10.2 of MAP Part-I, the RO/SRO should ensure the receipt of details of remittances showing the period-account wise, total credit summation and amount of charge as and when debited to Account no.II and the correctness of the amount charged by SBI should be verified and any erroneous charge is adjusted immediately.
The office has not verified the correctness of the amount of service charge deducted by the bank. As per the agreement for banking arrangement between SBI and EPFO, service charge is payable to SBI at the rate of Rs.3/- per Rs.1000/- received in the link branch and base branches except inter office transfers. On verification of the relevant data, it was found that the bank deducted excess amount towards service charges during 2011-13.
(Amount in Rs.) Month Total receipt (in Rs.) Service charge due (in Rs.) Service charges deducted (in Rs.) 06/2011 969012623 2907038 3609134 08/2011 1114273157 3342819 4024067 09/2011 1053346340 3160038 3215528 10/2011 1022236276 3066708 3139946 12/2011 1183901493 3551703 3561228 01/2012 1098872430 3296616 3417041 02/2012 1108026386 3324078 3381292 03/2012 1233300074 3699900 3715144 09/2012 1250872528 3752616 4208004 10/2012 1135850857 3407550 3589489 02/2013 1170536900 3511608 3914139 Total 33690674 39775012 Excess service charge deducted by SBI Rs.60,84,338-00
The office may take action to claim the excess amount of Rs.60.84 lakhs deducted from the account immediately. The service charges deducted by the bank may be watched and its
Internal Audit Report of RO, Thane 2011-13 44
correctness may be verified as per the manual provisions and any excess may be adjusted immediately in future.
Besides this excess debit, the following unauthorized debits were also seen made in Account no.II.
Date Amount debited Description 23/03/2013 589665-00 Pension commission for January 2013 23/03/2013 522931-00 Pension commission for February 2013 23/03/2013 1010400-00 DEBIT CHGS REC FOR PRO NEFT FR NOV 2010 TO AUG 2012
In reply to the audit observation, the office intimated that the issue has been taken up with SBI and the pension commission amount has been rectified by transferring the amount from account no.X.
From the narration in the bank statement, the details of the withdrawal of the amount of Rs.1010400-00 are not clear. The office may seek clarification from the bank regarding this and ensure whether this is payable as per the agreement of banking arrangement with them. Otherwise it may be reversed immediately and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 45
Para-10
Non removal of the amount of Rs. 17.36 crore credited in dummy accounts
The receipt of Rs.17.36 crores through 433 challans was credited in the dummy accounts, which are pending for proper accounting. The receipts were made for the period between 04/2011 and 03/2012. The office has not taken any action to collect the correct details of the remitter and give proper credit to them. Non-crediting of amount received from employers will result in non-compilation of annual statement of accounts of the beneficiaries and will ultimately affect the delivery of quality of service and unnecessary hardship to employees as well as employers. The wage month wise details of remittances are furnished below.
(Amount in Rs.)
The issue of the un accounted amount credited in dummy accounts may be taken by the office very seriously and action may be taken to give proper credit to the payer immediately. The position may be intimated to audit.
Non maintenance of Valuable Document Register (VDR) and delay in realization of instruments
As per para 7.7.9 of Ch. 7 of MAP Part-I, in support of Cash book (cash) a valuable document register (VDR) for receipt and disposal of Cheques/DDs should be maintained in Cash section. For the financial year 2012-13, the office has not maintained VDR to enter the receipt and disposal of instruments. This is highly irregular and gross violation of the manual provisions. In the year 2012-13 the cheques and DDs received by the office were entered in the Cash book (cash) without making an entry in the VDR. The date of realization not entered in the cash book (cash). The account number in which the instrument is to be credited also not seen entered in the cash book (cash). So the office is not position to confirm the date of realization of an instrument received by the office and also to identify the dishonored instruments. In some cases the date of realization is not recorded in the VDR. So it could not be confirmed if all the instruments received were sent for collection and the status of its realization.
1. Delayed clearances of cheques and DDs
The office has maintained a computer generated VDR for the year 2011-12. On verification, it was found that several instruments received by the office were realized after seven days of its receipt. According to para 7.8.5 of Ch.7 of MAP Part- I, the instruments should be sent for collection on the date of receipt or on the next day. In no case it shall be retained for more than two days. The employer is liable to pay penal damages and interest up to the date of dispatch and any delay beyond that will have to be borne by the Organization. Since EPFO will not accept outstation cheques, the instruments must be either local cheques or DDs. According to the clearing house rules, all local cheques/DDs are to be cleared immediately. So the delay occurred will ultimately resulted in revenue loss to the Organization. An indicative list of delayed realization in 2011-12 is appended below.
Cheque/DD no. Amount Date of receipt Date of realisation Delay in days 841019 45687-00 07/04/2011 19/04/2011 12 751040 134527-00 07/04/2011 19/04/2011 12 750719 156972-00 07/04/2011 19/04/2011 12 751039 216837-00 07/04/2011 19/04/2011 12 750648 210777-00 07/04/2011 19/04/2011 12 463790 185425-00 11/04/2011 19/04/2011 12
Since VDR is not maintained for the year 2012-13, the details of delayed clearances for that period are not available. The office may verify all cases of delayed clearances and action may be taken to make good the loss sustained to the Organization. If the delay is occurred on the part of the bank, interest on delayed credit may be collected from the bank without further delay. VDR should be maintained to record the receipt and disposal of cheque/DD. The position may be intimated to audit.
2. Date of clearance not available in VDR
The dates of realization of several instruments were not mentioned in the VDR for 2011-12. Due to this the audit could not confirm whether the instruments were sent for collection and whether these were dishonored or not. There was no mention in the VDR regarding the status of realization of these instruments. The indicative list of such cases is attached below.
Cheque no Amount Date of receipt 679104 100000-00 11/05/2011 005848 330310-00 24/06/2011 313320 19080-00 08/08/2011
The office may look into the matter immediately and intimate the status of realization as well as the date of realization with supporting documents to audit.
Internal Audit Report of RO, Thane 2011-13 59
PENSION
Para-12
Non recovery of Rs.5.33 lakh being excess commission deducted by SBI on pension disbursement
State Bank of India has been following some unethical business practices by deducting the pension commission from account no.X without the authorization of the office. As per the agreement for pension disbursement, pension commission is payable to the disbursing agency after a due process of reconciliation of amount disbursed with the amount deposited in EPS 1995 account. But SBI is deducting the commission based on the amount deposited in the EPS 1995 account rather than based on the amount actually disbursed by the bank. The position as on 30/12/2013 is as follows.
The office may take immediate action to stop the practice of deduction of pension commission from account no.X without authorization of the office. The excess amount deducted may be recovered from the bank immediately. The position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 61
Para-13
Non reconciliation of Rs.48.13 crore credited in EPS 1995 Account
1. Amount credited by the banks in account no.X after the introduction of CBS for pension payment
The banks have transferred the undisbursed balance of Rs.7.22 crore to Account no.X from the pension accounts as follows.
Bank Date of transfer Amount in Rs. State Bank of India 02/12/2013 26853174-45 Bank of India 27/11/2013 36114544-50
Punjab National Bank 26/11/2013 1000000-00 02/12/2013 5576090-30 Axis Bank 02/12/2013 574718-00
HDFC Bank 27/11/2013 83931-00 02/12/2013 1598021-21 ICICI Bank 27/11/2013 358765-64 Total 72159245-10
2. Amount pending for member wise reconciliation
Pension is disbursed through six banks from the office. The office has intimated that pension reconciliation was completed up to 31/12/2013. But on verification it was found that the following payments were not reconciled and credit was not given to the pensioner.
Bank Period Amount State Bank of India 03/2010 to 12/2012 438181892-00 ICICI Bank 03/2010 to 04/2012 12777488-00 Bank of India 08/2013 30355511-00 Total 481314891-00
Internal Audit Report of RO, Thane 2011-13 62
Since the banks credited the balance amount in account no.X, the amount was disbursed by the bank from the pension account. Only after completion of reconciliation the credit will be available to members account in the pension module.
Even though the undisbursed amount was re credited in account no.X, the reconciliation can be considered as complete only after the reconciliation of the amount disbursed in the members account. So the office may take action to reconcile the amount of Rs.48.13 crores disbursed by the banks with the members account. The position may be intimated.
Internal Audit Report of RO, Thane 2011-13 63
ACCOUNTS
Para-14
Negative balance of Rs.9.51 crore in member accounts
The data relating to negative balance is changing on a day to day basis. The details of the negative balance as on 06/01/2014 are furnished below.
Position of negative balance as on 06/01/2014 No of estts No of members Negative balance in Total EE share ER share 1433 5833 Rs.46684584 Rs.54227323 Rs.100911907
This position has been intimated to the office through observation memo no.10 dated 22/01/2014 for rectification. But the office could not show any considerable progress in eliminating the negative balance. The position as on 14/03/2014 was as follows.
Position of negative balance as on 14/03/2014 No of estts No of members Negative balance in Total EE share ER share 1335 5038 Rs.43545830 Rs.51584959 Rs.95130789
The detailed establishment member wise list is available in the relevant module of the software. The office may take action to fix responsibility in the case of overpayment or to eliminate the negative balance from the member accounts, as the case may be, and the position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 64
COMPLIANCE
Para-15
Irregularities in the coverage of Dhanashree Mahila Audyogic Sahkari Sanstha Ltd.(MH/204707)
The following points were noticed in the coverage of the establishment.
1. The establishment was covered with effect from 01/02/2012 U/S 1(4) of the Act with fifteen employees.
2. As per the certificate issued under the Bombay Shops and Estts. Act,1948, the estt. registered on 29/11/2011.
3. As per the certificate of registration, the date of registration of the estt. was 28/01/2005.
4. As per the note issued by Tata Mills NTC (WR) Ltd. dated 01/11/2008, the estt. was a contractor of Tata Mills during 2008.
5. As per the certificate issued by BMC the estt. is in existence from 16/09/2010.
6. The Balance Sheet and Profit & Loss Account for the FY 2009-10 is available in the file and in which salary of Rs.225000/- paid and labour charges Rs.337685/25 received from Tata Mills.
7. Employment strength of the estt. from 11/2011 only available in the file.
8. As per the PAN card the name of the estt. is Dhanashree Mahila Udyogic Udpadan Co- Operative Society Ltd.
Even though the estt. was started in 2005, and engaged as a contractor, the employment strength from the date of set up was not verified before issuing coverage notice. The aspect of whether the estt. is/was an exclusive contractor of Tata Mills was not considered. Whether Tata Mills recovered and paid the contribution in respect of the contract employees from the date of engagement was not considered. Since the employee strength from the date of set up was not available, whether it has crossed the statutory minimum before 01/02/2012 could not be ascertained. The estt. was not inspected so far and the case was not recommended for notification even after one year from the date of issue of coverage notice.
Internal Audit Report of RO, Thane 2011-13 65
The office may take action to cause inspection to ascertain the employee strength from date of set up and the possibility of coverage under section 1(3)(a) or 1(3)(b) of the Act and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 66
Para-16
Irregularities in the coverage of Sundeep Logistics Pvt. Ltd (MH/204407)
The establishment was covered with effect from 01/10/2011 U/S 1(4) of the Act with 12 employees and coverage notice issued on 14/11/2011. The date of set up of the establishment was 29/12/2010. The Registered office of the establishment is in Hyderabad and the Corporate office at Secundarabad. The unit at Mumbai was covered at Thane office without covering the Head Office in Andrapradesh. The report of the RPFC of that region was not obtained before issuing the coverage notice.
The establishment was inspected by the EO and the inspection report dated 30/10/2012 is available in the file. The EO reported that the balance sheet is collected but the copies of the financial statements were not available in the file.
The employer and employees requested for coverage with effect from 30/06/2011 initially and it was later on changed to 01/10/2011. The ledger copies were collected by the EO and attached along with the inspection report. As per the ledger copies the employer deducted EPF contribution from the salary of the employees for August 2011 as follows.
But nothing was reported by the EO regarding whether the employer remitted the contribution or returned it to the employees. The case was not recommended for notification so far. Name of employee EPF recovery (in Rs.) Sundeep Alisinghani 5780 Aju George 780 shraddha 745 Prakash Shinde 780 Sandesh 780 Ajay Agre 696 Sebastian 745 Kiran Jadhav 636 Vineet Kotak 780 Jalindar Ingavale 696
Internal Audit Report of RO, Thane 2011-13 67
The office may take action to inspect the establishment and the recovery of contribution from the salary of the employees before the date of coverage may be ascertained. Report may be obtained from the RPFC of the region where the Head Office of the establishment is located, regarding the employee strength of the establishment there. Since this is a case of voluntary coverage the Office must ensure that the combined employee strength of all units of the establishment never crossed 19 and not coverable otherwise under the Act.
The position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 68
Para-17
Irregularities in the coverage of Gamma Construction Pvt. Ltd (MH/204074)
The establishment was covered with effect from 01/04/2011 with 68 employees. The date of set up of the establishment was 15/03/1988. The employer submitted a declaration that the employee strength of the establishment from 03/1988 to 03/2011 was nil. In the enquiry report, the EO also reported that the employee strength for that period as nil. The copies of the Profit and Loss Account for the period 2009-10 was available in the file. The following payments were made during the period 2009-10.
Head of Account Amount in Rs. Excavation work 15356067-19 Fabrication work 125643-21 Garden Development and Maintenance 170900-31 Labour and wages 183289-22 Profession tax 2500-00 Professional charges 3132044-00 Security expense 1194651-20 Workmen compensation 139677-00
The expenditure incurred in respect of the above head of accounts is clear indication of the engagement of employees by the establishment directly or through contractors.
The office may take action to inspect the establishment and verify the books of accounts and vouchers to ascertain the exact employee strength from the date of set up and the date of applicability of Act may be decided accordingly. Position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 69
Para-18
Irregularities in the coverage of K.B Products Pvt. Ltd (MH/204550)
The establishment was covered with effect from 01/07/2011 with 55 employees. K.B Products was a proprietary concern and it was taken over by K.B Products Pvt. Ltd with effect from 03/04/2007. The employer submitted a declaration for the employee strength from 2007. According to it the employee strength was as follows.
Employment strength of the establishment Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2007 17 17 17 18 18 17 17 17 17 17 14 14 2008 13 13 13 17 17 17 17 17 17 19 19 19 2009 19 19 19 19 19 19 19 19 19 19 19 19 2010 19 19 19 18 19 19 19 19 19 19 19 19 2011 19 19 19 19 19 19 55
The employer submitted a letter and it was stated in the letter that the balance sheet of the establishment was with the auditor and he could not produce it before the Enforcement Officer. The EO accepted the explanation and recommended the coverage with effect from 01/07/2011. The employment strength was 19 from 10/2008 and this need to be verified thoroughly with books of accounts and financial statements.
The office may take action to inspect the establishment and the books of accounts, payment vouchers and financial statements from the date of set up to be verified to ascertain the exact employee strength of the establishment. The employer may be prosecuted for non production of records before the Inspector and the financial statements may be collected from the Income Tax Department or from the Registrar of Companies, if necessary. The presence of contract employees, casual/piece rated employees and temporary employees may be confirmed and the date of applicability may be decided accordingly. The position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 70
Para-19
Action pending to secure compliance from Municipal Corporations/Councils covered under the Act
Govt. Of India, vide notification no S.O.30(E) dated 08/01/2011, specified Municipal Corporations/Councils employing twenty or more employees as class of establishments to which the Act shall apply, with effect from the date of notification. Based on the notification the office issued coverage notices to the following Municipal Corporations/Councils. The basic documents were not seen collected from the establishments before issuing coverage notices. The establishments were not inspected so far and no compliance is reported. The position is as follows.
Name and code no. of establishment Date of issue of coverage notice Current status Ulhasnagar Municipal Corporation (MH/204840) 24/05/2012 None of the establishment covered under the head has started compliance under the Act and Scheme so far. The EOs concerned were directed to inspect the establishment and submit reports during the month of August 2013. No inspection reports submitted. The matter is pending for securing compliance. Ambernath Municipal Corporation (MH/204841) 24/05/2012 Kulgaon Badlapur Municipal Corporation (MH/204842) 24/05/2012 Bhivandi Nizampur Municipal Corporation (MH/204843) 24/05/2012
Establishments were covered w.e.f 08/01/2011 and coverage notice issued on 24/05/2012. The basic records to prove the employee strength, monthly salary paid to the employees, details of contract and casual employees, details of persons responsible for the conduct of the business of the establishment and payment of salary as well as recovery of PF dues were not collected. The EOs submitted the preliminary enquiry report without verifying the actual employment strength and had intimated some speculative data regarding the number of employees engaged by the establishments which will not serve any purpose for securing compliance from the establishment.
Even after more than one year from the date of issue of coverage notice, the establishments were not inspected and compliance position not verified.
The office may take immediate action to cause inspection and secure compliance in respect of all establishments covered under the scheduled head Municipal Corporations/Councils and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 71
Para-20
Delay in concluding enquiries initiated U/S 7A of the Act
As per the data available from the records of the office, several enquiries initiated under section 7A of the Act were pending for a long time without conclusion/assessment. The dates of postings were not seen entered in the blue book. So the number of postings could not be ascertained. The Head Office has given certain guidelines for conducting the proceedings under section 7A and it is imperative on the part of all Assessing Officers to avoid inordinate delay in assessing dues from the defaulters. Delay in assessing dues will ultimately affect the interest of the stake holders and the office may look into it seriously to conclude all proceedings in a time bound manner. The position is as follows.
Pending 7A enquiries 6 months to 1 year 187 nos 1 year to 3 year 324 nos Above 3 year 4 nos
The action taken to conclude the pending enquiries and the latest position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 72
Para-21
Delay in conducting first inspection of newly covered establishments
The Head Office has instructed to conduct the first inspection of all newly covered establishments within three months of issue of coverage notice to check the compliance status and to take corrective actions at an early stage. The office is lagging behind in conducting the first inspection and the position is as follows.
Particulars 2011-12 2012-13 No. of establishments covered 700 761 No. of establishments inspected 299 343 Inspections pending 401 418
The office could not achieve 50% of the targeted inspections during the years 2011-12 and 2012-13. Immediate action may be taken to complete the backlog and the position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 73
Para-22
Delay in issuing notification under section 1(4) of the Act
As per the data available, the position in the case of forwarding proposals to Head Office for notification under section 1(4) of the Act is as follows.
Applications pending for reference to HO as on 01/04/2012 459 Added during 2012-13 24 Disposed during 2012-13 18 Pendency as on 31/03/2013 465
Inordinate delay was occurred already in forwarding the proposals to Head Office for notification in the case of establishments covered under section 1(4) of the Act. Not even 5% of the cases were disposed during the financial year 2012-13. The Head Office had issued instructions to forward all voluntary coverage cases within three months of issue of code number. The provisions of the Act and Schemes cannot be made applicable to the establishments in the absence of notification in the Official Gazette.
The office may take actions to inspect the establishments covered under section 1(4) of the Act and to forward the proposals to Head Office immediately.
The compliance position may be intimated to audit.
Internal Audit Report of RO, Thane 2011-13 74
Para-23
Compliance audit of Exempted establishments
As per the Head Office instruction, all exempted establishments must be inspected once in a year by a team of officers headed by an Asst.P.F Commissioner. The information received from the office shows that the compliance audit for the period 2012-13 is pending in respect of the following exempted establishments.
Code no. MH/ Name of establishment Period up to which inspected 73 The Premier Ltd. Not available 74 PAL Peougot Not available 75 GKW Ltd. 2010-11 711 GKW Ltd. 2010-11 9074 GKW Ltd. 2010-11 377 Indian Smelting & Refining Co. Ltd. 2010-11 8102 Indian Smelting & Refining Co. Ltd. 2010-11 378 Kamani Metal Alloy Ltd. 2010-11 616 Hindalco Industries 2010-11 2979 Sony Pictures Releasing Ltd 2010-11 3900 Patanwala Glass Works Not available 4413 Deve Paints Ltd 2010-11 16656 Ray Constructions Not available 1140 Kamani Metallic Oxide Ltd Not available 2373 DIC India Ltd Not available
The office may take action to inspect the establishments immediately and the position may be intimated.
Internal Audit Report of RO, Thane 2011-13 75
CONCLUSION
The task bound audit program to verify the status of compliance of the core issues of Regional Office, Thane was entrusted with the IAP, Goa by the Head Office. The audit camp started on 06/01/2014 and concluded on 21/03/2014. During the course of audit, twenty three observation memos were issued and the office gave satisfactory reply to three memos. Some memos were bifurcated for clarity and convenience. Altogether twenty three audit paras were raised. The status of the office was reported to the Director (Audit) and Deputy Director (Audit), Jaipur. The Dy. Director brought the issues to the notice of the OIC for necessary action. There was no substantial progress made by the office during the audit camp to sort out the deficiencies pointed out by the IAP. The Dy. Director visited the audit camp on 13/03/2014 and 14/03/2014 and reviewed the audit program. Sustained efforts and regular follow up action is necessary to improve the compliance position. The OIC is requested to take appropriate action to set right the things and to give the replies of the pending audit paras to the Head Office. The officers and staff of the office were very cooperative and responsive for the smooth conduct of the audit and the IAP is very thankful to them.