(PR)792 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 e---' I MADHYA PRADESH JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 CONTENTS.
1. Short title
2. Definition
3. Account Books and.records
4. Method of maintaining accoun_ records
5. Corrections and Alterations
6. Waivers/write-off .
7. Validity of sanction
8. Control of Expenditure
9. Receipt of Money
10. Receipt Book -'II. -Cash Book --' --- "'--- - _._. _ ...._-_ ..-
12. Accounting of receipts and payments
13. Accounting of deductions and adjustments
14. Correction for wrong Classification
15. Closing of Cash Book
16. Cashier and his Responsibilities
17. Dual control of cash
18. Verification of cash
19. Cash retention Limit ~'. ::-::,""__20.""Withdrawal ofF.uuds-=-=-'--=-"'_=:.=::'=' f .
21. Accounting of Bank Transactions
22. Custody of Cheque Books
23. Deposits in Bank
24. Cancellation of Cheques
25. Recvilciliation of Bank
26. Closing Bank Balance Certificate
27. General Ledger
28. Budgetory Provisions and Budget Code
29. Opening Balance to be brought forward
30. Posting in Ledger
31. Balancing of the Ledger
32. Accounting of Grants
33. Rent, Rates and Taxes
34. Sanction of Expenditure and Payment of Claims and adjustment
35. Sanction for Payments
36. Vouchers to be signed and numbered
37. Documents Supporting Vouchers
38. Payees acknowledgments
39. Destruction of Vouchers
40. Pay Bills
41. Increment certificate
42. Deductioh from pav
43. P(!';Llt~ ..' :<'--b'..,)"~~
44. Security deposits from Employees ') MADHYA PRADESH JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 No. B_1_50-(4)-{ii)-95-XXII-P.-2.Published in M.P. Raj Patra E>...'t.ordy.) Bhopal. dated 27-07-1999 P.1104 (30).-In exercise of the powers conferred by sub section (3) of Section 73 read with sub-sectio~ (I) of Section 95 of the Madhya Pradesh Panchayat Raj Adhiniyam. 1993 (No. 1. of 1994). the . State Government hereby makes the following rules. the same having been previously published by subsection (3) of Section 95-of -the_said_Act., ~ namely:- PARTI-PRELIMINARY
1.Short title.-These rules may be called the Madhya Pradesh Janpad Panchayats (Accounts) Rules, 1999.
2. Definition.-In these rules, unless the context otherwise requires.-
(a) "Act means the Madhya Pradesh ~anchayat Raj Adhiniyam. 1993 (No.1 of 1994); \
(b) "Chief Executive Officer" means the Chief Executive Officer of a J anpad Panchayat; '~ - -,
(c) "Year" means Financial Year commencing on the first day of April and ending on 31 st day of March next year; - I
(d) "Form" means a form appended to these rules; -' ~
(e) "President" and "Vice-President" means the President and Vice- Pn~sictent of a Janpad Panchayat;, - - - - -.- -=-.=--=-:=- . (f)"Section" means a section of the Act. - It R.2 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999
45. Verification of Salven,'.'
46. Forms of Security
47. Security Register and Verification of Securities
48. Advances to staff for Expenditure
49. Recovery of advance
50. Register of Loans Advances
51. Management of surplus funds
52. Fines and Penalties
53. Register of Immovable Properties
54. Vehicle Register.
55. Stores and other Dead stocks
56. Purchase of Stores
57. Custody
58. Physical Verification
59. Trial Balance
60. Receipt and Disbursement Account
61. Income and Expenditure Account
62. Balance Sheet
63. Approval of Annual Accounts
64. Adoption of Annual Accounts and Annual Report
65. Submission of Annual Accounts and the Report
66. Repeal Saving APPENDIX FORMSc-- - . - . (PR)793 PARr II-GENERAL
3. Account Books and records.-Every Janpad Panchayat shall maintain the Accoun'::sof all its receipts and expenditure in the manner prescribed in these rules and in the Books and Forms as specified in the appendix to these rules. . .
4. Method of mai.ntalning account records.- The account books and registers' shall. be bounded and pages serially numbered before being brought in use. The Chief Executive Officeror Officernominated by him shall authenticate and certify on the first page of each book the number of pages contained therein. . •5. Corrections and Alterations.-Corrections and alterations in the accounting records shall be neatly ma~ in red ink and attested by the person making the corrections and alt~"'ation.Erasures or overwritings shall not be permitted in accounting statements, vouchers or accounts of any description. Allcorrections shall be authenticated by a person who is incharge of the register.
6.Walversjwrite-off.-No amount due to a Janpad Panchayat shall be left outstanding without sufficient reason and where such dues appears to be irrecoverable, prior sanction of the competent authority, as per the rules, shall be obtained for their adjustment, remission, reduction of demand or write-off. Similarly, where any property or stock is to be adjusted or to be written-off prior permission of the competent authorityshall be.obtained.
7. Validity of sanction.-Sancti.on of any authority to an expenditure' .becomeoperative as soon as funds are allocatedto meet it and remains in operation for the year or for a specificperiod'ifany, subject to the provision. of funds from year to year, if the term exceeds one year in any particularcase.
8. Control of Expenditure.-The Chief Executive Officer shall ensure that the total expenditure is within the Sanctioned Budget liniits and the incurred expenditure one in the best interest and purposes' of the Janpad Panchayat. In order to exercise proper control, he must be closely acquainted with the progress of expenditure commitments and liabilities _.i~~~rred but !lot paid. __ ..... __.... .. _ PARTIII-ACCOUNTINGPROCEDUREANDRECORDS . . 9..Receipt of Money.-(I) Areceipt in formNo.JP-I shall be given for all the money received by the Janpad Panchayat. The receipt shall be signed by the Chief Executive Officer or such other officer as may beauthorised by him.
(2)When money is received by cheque demand draft or other money instruments, only a letter acknowledging the receipt of ch~que, demand draft etc. shall be issued to the person concerned. Final receipt may however be issued, if demanded, on realisati6n of cheque, Demand draft etc. No. receipt need be issued in respect' ofMoneydirectly transferred to the J anpad PancJ:1ayatAccount in the bank.
10.Receipt Book.-(l) Allthe receipt books and the receipts contained shall have per-printed serial numbers and bounded in volumes containing .-100 receipts in duplicate. The counter foilsofthe first and last receipt shall be verified and certifiedby the ChiefExecutiveOfficeror such other officeras may be authorised him I I ~ .;, {PR)794 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 R.3 "-
(2)The blank and used receipt books must be kept under the lock and key in the personal custody of the Chief Executive Officer or such 'other officer a may be authorised by him. .. . "; (3) Before a receipt book is brought into use, the number of receipts contained therein shall be counted. The receipt of the purchased/Printed receipt books shall verified by the Chief Executive Officer and. details of receipt entered, in the stock register of Receipts books shall be in Form No. JP"2, Similarly on issue of receipt books the details of issues shall be recorded in the stock register.
11. Cash Book. -The cash book shall be in a bounded register in 'Form No. JP-3. Each page of the cash book shall must be numbered serially and a certificate regarding number of pages contained therein shall be recorded on the first page of th(j Cash Book and signed by the Chief Executive Officer or the officer nominated by him. .
12. Accounting of receipts and payments.-All the receipts either by way of Cash, Money order, Cheque/Demand Draft and Bank Transfers or adjustments will be entered on the receipts side of the cash book.1n the same way, the payments made in Cash or by Cheque. Demand Draft by Bank transfer and by way of adjustments shall be recorded on payment side of the Cash Book. The accounting head of all receipt and payments shall be written first in particulars column in Red Ink and underlined. The details of receipts/payments shall he recorded there under in Blue/Black Ink. i3. Accounting of deductions and adjustments.-where any deduction is made from payment, whether on account of salaries or expenses or advances, the net am()unt.paidin cash/cheque shall be entered,-c()n-the -_--:=--'--.-=-~=- payment side of the Cash Book. The amount deducted/adjusted shall be shown as received in column No. (8) and the ~ame amount shall be shown under column No. (16) of Cash Book under the appropriate accounting head.
14. Correction for wrong Classification.-Where any payment is wrongly debited or receipt is wrongly credited to incorrect account or for incorrect amount the appropriate correction shall be made through adjustment columns of the Cash Book. . 15. Closing of Cash Book.-At the end of each day on which any money ------is received or p-aidthe Cash Book shc.ll be closed and the closing Cash and- -- ------ Bank balance be signed by the accountant and the Chief Executive Office or such other person as may be authorised by him.
16. Cashier and his Responsibilities.-There shall be a Cashier in each Janpad Panchayat. The Chief Executive Officer may assign the Responsibilities of Cashier to any employee, however under no circumstances the Cashier shall have as access or otherWise by responsible for writing the Cash Book. . \
17. Dual control of cas h.-The cash of the Janpad panchayat shall be kept in the safe custody under double lock sy~lem. Key of one lock shall be with the Cashier and the key or other lock shall be kept with some other person authorised by the Chief Executive Officer. The Cash box shall be opened.in the presence of both the Officers. The second set of keys shall be deposited with the treasury.
18.VeJi,fication of cash.-At all reasonable intervals but at least once in each month, the cash in hand shall b~ physically verified by the Chief R. 18 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)795 :R.19(PR)796 . JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 . Executive Officerand shall record the fact on the Cash Book.
19. Cash retention Limit.-(l) The maximum cash in hand shall not . exceed Rs. 10,000/- or such higher amount as may be determined by the J anpad panchayat from ,(ime to time. All the excess 1. cash must be deposited on same day or the next day in the bank account. .
(2) Deposit of surplus Funds.-Subject to general or special orders i1:?suedby the government from time to time all the surplus funds of the Panchayat shall be deposited and kept deposited in the Treasury, Scheduled Bank(s), or Post-office.The Janpad Panchayat shall d~cide the Treasury, Co-operativeBank, Scheduled Bank or Local Post-officewhere the funds are to be kept.
20. Withdrawal of Funds.-The amounts from the Bank, post-office, Treasury etc. shall. be withdrawn after due authorisation by Janpad Panchayat under the signature of the ChiefExecutiveOfficeror the officer nominated by him.
21. Accounting of Bank Transactions.-Separate accounts shall be maintained in the Bank Register in respect of each Treasury/Bank/Post officeaccount, in form No.JP-4.
22. Custody of Cheque Books.-Cheque books and pass books shall be kept under the personal custody of the ChiefExecutive Officeror such other officeras may be nominated by him. In case of loss of cheque book, it shall be intimated to the concerning Bank/Post officeimmediately. '. I
23. Deposits in Bank.-Immediately on receipt ofthe Cheque/Demand I Draft or other instruments shall be deposited on the same day of the next Banking day in tile I3ank/Post.officeaccounts.all pay in slip acknow-.... _.:._: ledging the deposits shall be preserved and.kept safely.
24. Cancellation of cheques.-When '~cheque is required to be cancelled, the cancellation must be recorded on the counter foilof the cheque and the cheque so cancelled should also be attached to the counter foil. on cancellation of the cheque a reversal entry shall be made in the cash ' book to nullify the effects of the earlier entry. Similar separate entry shall have to be made in the Bank Register also. The same procedure shall be adopted where the instructions are issued to the Bank for "stop payment" of a cheque issued and accounted for by the janpad Panchayat . .25. Reconclliation of Bank Accounts.-(I) the aggregate balance of ... Bank Register at any given day must tally with the balance as shown in the bank column of the cash book for the same day.
(2)Amonthly statement of reconciliation of the balance appearing in the Bank Register shall be prepared in the form JP-5 for each Bank/Post OfficeAccount.
(3) Mter preparation of reconciliatio~ statement, necessary adjustment entries shall immediately be made and the discrepancies if any on the part of the bank must be reported imwediately to be Bank and got rectified. \.
26. Closing Bank Balance Certificate.-A certificate must be obtained from the Bank regarding the closing Balance as on 30th September and 31st March each year which should be comparedwith the balance in pass book as on that date and half yearly reconciliation of the account(s) shall be prepared to arrive at the aforesaid balance.
27. General Ledger.-A General ledger in form Jp-6 shall be maintained in which all the transactions recorded in the cash..:book shall be i 1 . II I I I,.. I It I' I ,. I 1,1 I R..36 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)797 posted. In addition, to the posting made in the general ledger, the similar. entries shaJI also be made in the Subsidiary LedgerIRegister wherever prescribed under the rules. Each account shall be assigned a separate folioin the General Ledger. .
28. Budgetory Prov:isions and Budget Code.-On each. ledger along with the accountirig head, at the top of the foliothe main and sub-budget' head and the budget code should also be given.The amount provided in the budget for the year for the account must be mentioned against the budget head & code. . 29. Opening Balance to be brought forward.-The pre~ious years closingbalances, as appearing in the Balance sheet of the proceedingyear shall be brought forward as the opening balances for the current year in Red Ink.
30. posting in Ledger.-Allthe entries appearing on the receipt side of the cash book shall be posted in credit column and the entries appearing on the payment side of the cash beok shall be posted in the debit column of the appropriate account in the General ledger.
31. Balancing of the Ledger.-General ledger shall be balanced after posting of each entry and the monthly ledger balances shall be initiated by the initiated by the ChiefExecutiveofficeror such other Officeras may be nominated by him.
32. Accounting of Grants.-(l) For all the grants received by the Panchayat a separate grant-wise receipt account shall be maintained in the General Ledger;,Similarly, .separate, account for. the expenditure incurred out ofeach Such grant shall be kept in the general Ledgerunder .appropriate ,head.
(2)The janpad Panchayat shall also keep a separate Register ofgrants in formJP-7.
33. Rent, Rates and Taxes.-(l) A separate account shall be kept in the General Ledger for accounting of each type DfRent, Rates and taxes collectedby the J anpad Panchaya-.
(2) For rent rates and taxes collectible on annual basis, Register of . dep'!ap.d,collection, remissions and balances shall be kept in form JP-B. Similarly, for rent, rates and taxes leviable.onmonthly basis, a separate register shall be kept in formJP-9. . .'
34. Sanction of Expenditure and Payment of:Clatms and adjustment.-No payment in any manner or adjustment pf any amount/payable/recoverable by Janpad Panchayat shall be made or entered in the books of accounts or subsidiary records without the prior Sanction of the . ChiefExecutiveOfficeror the Officernominated by him.
35. Sanction for Payments.-The proposal for sanction and payment of all the expenditure and payment ofall the expenditure and claims shall be prepared and made in Form JP-IO. If sh~uld contain clear particulars of the proposed payment and all other relevknt information. The voucher must also indicate the title of the Account(s) to which the proposed payment is to be debited. Nopayment shall be made without sanction of the competent authority. Any payment exceeding Rs. 2500/- shall be made through an account payee cheque only.
36. Vouchers to be signed and numbered>Each payment vouclwr shall be numbered consecutively for the year, and duly signed by the Accountant/Cashier and/or other authorised officer. (PR)798 jANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 R.37 I I I ~ I, ! I
37. Documents supporting Vouchers.-The bills, cash memos and other documents supporting the payment shall be attached with the. voucher. All the doct1riJ.ents'attached with the voucher, must be sealed and written in. Red ink "Paid Vide :voucher No dated " and signed by the AuthOrised person to avoid double<payment.
38. Payees acknowledgments.-Every voucher shall bear payee receipt. In case of the payment for an amount of Rs. 500/- or more a Revenue stamp of rupees one or such amollnt as may be prescribed under the Indian stamp Act shall also be affIxed.
39. Destruction ofVouchers.-AlI the vouchers, bills cash memos and other documents supporting the payment shall be retained for atleast 3 years, after accept~ce of the compliance by the Janpad Panchayat on the observations made in the audit report pertaining to that period. However before destruction of the voucher, bill, cash memo or other document it must be ensured that the said document is not required or is not disputed or not likely to be required in connection with any enquiry, or legal proceedings or any recovery or likely recovery is pending in connection therewith. The Chief Executive OffIcer should certifY and authorise the destruction of the voucher in writing. .
40. Pay bills.-A separate register shall be maintained for the monthly salary bills and arrears bills prepared for the employees of the Janpad Panchayat in Form JP-ll, Every pay bill shall be verified, certifIed and passed for payment by the Chief Executive OffIcer or OffIcer nominated by him.
41. Increment certificate.-To the first bill in which periodical increment is drawn, an ipcrement certificate shall be attached / appended to the pay bill. . .. _. . _.- ... ... - . - -- . .. -" .. < - - ••••••••• -.. • - ••• 42: Deduction from pay.-It shall be/the duty of the Chief Executive OffIcer and the Accountant to ensure and certifY that proper deductions on account of Provident Fund. Income Tax, and recovery of loan and advances as per the rules have been made. The deduction made from the salary on account of provident fund, Income' tax etc. shall be remitted to the prescribed authority within 7 days from the date of deductions from the salary. .
43. Postage- Register.-All stamps purchased shall be properly account~"~.JQ~in ~~,g.~~p~tch.r~giste!" itself. The balance of stamps on hand shall be verifIed on a periodic basis. . ;~:>;:;:~:L-_ PARTIV-SECURI1YDEPOSITS ~~.
44.$~curlty deposit from Employees.-Every employee of the Janpad Panchayat who is entrusted with the custody of cash or store shall furnish either in cash or through a guarantee of a person acceptable to the Panchayatsecurity of a Rs. 10,000/- provided that the guarantor shall be .required to finish as Solvency CertifIcate 'Ofatleast four times the amount of security required to be given. . •
45. Verification of Solvency.-In cas'e where personal security is furnished the solvency of the security shari be verified before acceptance by the Chief Executive OffIcer. He shall be responsible for verifying' the continued solvency of the securities once in a year.
46. Forms ofSecurlty.-SeCurity to be taken from an employee should be in one of the follOwingforms subject to the. conditions noted against each, or partly' iIi"one-and partly in another of these when this is specially 1 .j 1 I I I I I ., (PR)799JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Cash , ;' "Post Office fixed dep')Sit Certificates NaLonal SaVings Certificates. Deposit receipts of Schedule Bank/Cooperative Banks. Fidelity bonds from Insurance Companies
(c)
(a)
(b) , (d) R.47 permitted by the officer authorised to accept the security. Form Conditions , Janpad Panchayat will not pay any interest on the deposited amount. The certificates should be formally transferred in favour Of the Chief Executive Officer, with the sanction of the Head Post Master, and should be accepted at their surrender value at the time of tender. •
(1) The deposit receipt should be made in the name' of the pledgee or, if it is made out in the name of the pledger, the Bank should ceIiify on it that the deposit can be withdrawn only on the demand or the demand or with the sanction of .the pledgee. ' (2.1 The Bank should agree that on receiving a withdrawal order from the pledgee in receipt of the deposit, or any part thereof, it will pay the deposited amount with interest to the pledgee.
(3) The depositor should in writing unde:'take any risk involved in the investment. __ -. - ---.- -_::.-=J4) -Tp..~3;esponsibility_9f_the_ pledge~.in_ ::,"',-----.:-,----1 ---,.------ connection with the deposit and the in- - terest on it sill cease when he issued a final withdniwal order to the depositor and send the information to the Bank , , that he has done so. A 'fidelity bond may be accepted As Security from the servant of the Panchayat but not rom a private party. The, bOI;ld should be in 'the prescribed ::~,,';forin; ,,'.' _ -'--:,-,_:_~_,_'.,__"----,,-,_. _-------~-:,-(e)~-:-'i1ih=d-p~yguara;~-,- --Th~-guarantor should 'not be related to ,/' tee the person 'on whose behalf theguaran-- tee is being given. Thegu~antee should also be accompanied with a solvency certificate for an amount not less the than four times of the amount of the required amount of security.
47. Security Register andVerification\,of Securitles.-All the details " of the security cbt3.ined shall be kept in the register of securities in Form JP-JJ SeCurities s21allbe examined and verifi~d by the first April, in each year by the Chief Executive Officer or an officer nOminated by him for this purpose and certificate to the effect that this has been done shall be given by the Verifying Officer against each item in the remarks column of the security register. , :e a :r ld le .d 'y 17 d 3 e r .t j 1 1 T r I I l (PR)800 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 R.48 . 'j , ' ,t • , .' ~I \ I ,,I I , I "I, ,I I I i f r PARTV-ADVANCES.LOANSANDINVESTMENTS
48. Advances to staff for Expenditure.-There advance to the staff shall be made without prior sanction of the Competent Authority. no • advances shall be made to any person unless the earlier advances of the same nature made. if any, has been fully recovered/adjusted.
49. Recovery of advance.-It will be the responsibility of the person who has taken any advance to submit a statement of expenditure incurred for the purpose for which the advance was made immediately after incurring such expenditure failingwhich the entire amount of advance should be deducted from the next salary or other sums payable to him.
50. Register of Loans Advances.-(l) A separate register of advances and loans bearing interest, shall be kept in form JP-13. The account of advances/lone not bearing interest shall be kept in Form JP-14. Separate registers may be kept for loans and advance to employees.
(2) The total amount of outstanding advances at any time must reconcile With reconcile with the consolidated account of the relevant loan/advance account in the General ledger. Reconciliation of the General Ledger account with the advances register(s) should be done on monthly basis.
51. Management of surplus funds.-All the surplus funds of the J anpad Panchayat not immediately required may be deposited in suC;h securities and in such nlanner as may be directed by the Government. The General Administration committee shall be authorised to take decisions . regarding deposit of funds. The detailsof the investments made shall be , kept in the-Deposit 'Register in foriri'JP~15. The Chief Executive-Officer--- -,-- shall also be responsible for the safe custody of the seclJ,rities and for timely realisation of the income due from the deposits and it~ encashment on maturity. ' PARTVI-MISCELLANEOUS
52. Fines and Penalties.-Al1 the fines'and penalties levied under the provisions of any Law or in' accordance with the directives of the State Government shall, immediately on impositions be entered in the Register of Fines and Penalties in Form Jp-16. Similarly, recovezyof the fines and any write-off shall also be accounted for in the aforesaid register.
53. Register of Immovable Properties.-Details of all immovable properties whether acquired by the jaIipad'Panchayat'ot transferred to it or vested in Janpad Panchayat under any other law or provisions of the , Act, shall be recorded in the register of immovable properties in Form JP-17.
54. Vehicle Register.-A separate vehicle register shall be rp.aintained to keep record of all the expenditures, incurred on petrol. oil, lubricants and on Repairs & maintenance of ~ach vehicle 'belonging to Janpad Panchayat. ',i
55. Stores and other Dead stock$'.-The details of all the items of expendable and issuable nature and dead stock ofnon consumable nature purchased or acquired for use of J anpad Panchayat shall be recorded in the Stock Register. Separate register shall be kept for items of dead stock and consumable nature in Form JP-IB. A separate folioshall,be assigned for each kind of artiClepurchased or acquired ,by the janpad Panchayat.
56. Purchase of Stores.-(ll Purchase of all the items of stores and dead stock, shall be made strictly in accordance with the rules made in , '~'. t 48, H.6S JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)801 starr . no ~the, 'son !Ted ~urluld Lces t of ~ate ust ant ~ral hly the lch :be >us be cer for ~nt he lte ~er ad >le it he m :xl ts ld of ~e n :k d d n this regard.
(2)As a general rule, the payment for supplies shall 'not be made until the stores have been received and verified.The person authortsed by the ChiefExecutive Officershall reconJ a certificate on the invoices or"billsthat the articles detailed therein have been received in good order and accounted for in the stock book. He should also cerqfy that ,the quantity is correct, the quality is good, the rates paid are not in excess of the accepted or market rates and that suitable notes of paYments have been recorded against is the indents and invoices to prevent double paYment.
57. Custody.-The official of the janpad Panchayat entrusted by the Chief Executive OfficerWithcustody of stores shall be responsible for the . safe custody of store. He should kept them in,good and efficient condition protecting them from loss, damage and detertoration. When the stores have become useless or obsolete or rendered surplus and cannot be put to any worth while use, the same should be disposed of as per the rules prescrtbed in this regard.
58. Physical Verification.-Physical verification of all the items of stores/ dead st~ck shall be carried out on a pertodic basis and atleast tWice in a year, once by the Geperal Administration COmmitteeand once by the Chief Executive Officer shortage/excess, if any, detected on verification shall be, recorded in the register duly signed and dated by the vertfying authortty. The reasons for the shortages shall be investigated and brought to the notice of the J anpad for recovery/ approprtate action. ' PARTVII-MONTHLYANDANNUALACCOUNTS , 59. Trial Balance.-At the end of each month a trial balance shalf be ,_ "-'''prepared,til -Form -JP':19:'.'The"balance'ofarlth-e-acc-oiinls in-ilie-generaf-"'o-,--,'-- -__ ledger and the closing cash and bank balance in tJ:1ecash books should also be taken in the mal Balance. The aggregate ofdebit balances and that -of the credit balances must tally. The Trial balance prepared as per rules shall be placed before the General Administration Committee alongwitha report about the Income and Expenditure of the ~anpad panchayat durtngthe relevant month.
60. Receipt and Disbursement Account.-At the end of each year, the Trial Balance as on 31st of march shall be prepared in Form JP-19 and a receipt and disbursement account shall be prepared in Form JP-20. - -'-------61:-fiicoineand-Expenditure-ACC(;Un£~At -fu~ -~~d~f~~~h'y~~-~--------- -.. account of Income and Expenditure of the J anpad Panchayat for the year shall be prepared in Form JP-21. The income and expenditure account shall contain also the revenue receipts and expenditures but, the capital receipts and paYments such as Grants Loans, advances deposits etc., shall not be included. However, the expenditure incurred on construction/ acquisition of Assets shall be treated as, revenue expenditure and included in the aforesaid account. \ , '62. Balance Sheet.-A balance sheet shall be prepared ill FormJP- 22 shoWingAssets and Liabilities of the Janpad P~chayat as on 31st Marchur each year. ' , ~ £;3.Approval of Annual Accounts.- The Chief Executive Officerof the ~ Janpad Panchayat or in his a,bsence, such other person as may be ~ authortsed in this behalf, by the General Administration COmmittee,shall " 'fl.t, --prepare--theAnnual Accounts as prescrtbed in Rule 60, 61 and 62 and ~ place before the General Administration COmmittee,for consideration and' \,'" , l _ approval, by lOth day of May e~ch year. The Annual Accounts shall be accompanied by Administrative Report on the activities of the Janpad Panchayat for the year. The Report shall contain such inforrri'ationas may l">eprescribed in this regard.
64. Adoption of Annual ,Accounts and Annual Report.-The Annual Accounts and Administration report, as approved by the General Administration Committee, shall be placed as the General body meeting of the J anpad Panchayat on or before 31st day ofMay each year. .
65. Submission of Annual Accounts and the Report.-The annual accounts together with the administration report duly approved by the J anpad Panchayat shall be sent to the Divisional Commissioner on or before lOth day of June each year. A copy of the accounts and the Administration report shall be required to be sent to the District Panchayat Officer. .
66. Repeal Saving.-All rules corresponding to these rules inforce immediately before the commencement of these rules are hereby repealed.
Provided that any order made or action taken under the rules so repealed shall be deemed to have been made or taken under the corresponding provisions of these rules. "ReceiptBook 9(1) Stock RegisterofReceiptBooks 10(3)' Cash Book 11 Bank Register 21 Bank Reconc1l1ationStatement 25(2) General Ledger 27 Register ofGrants 32(1) _~egis~erof (AnnualRet\t,Rates and Taxes 33(2) Registe;.~f (Mo~thiy)'Rent,Rat~'and'~es--'-"-' '-"'33'(2) Payment Vouchers 35 Salary B111Register . 40 Register ofSecurity obtained fromEmployees 47 Register of interest bearing loans and Advances 50(1) Register ofnon-interest bearing loans and Advances 50(1) Registerof funds Deposited/Invested 51 Register ofFines and penalties \. 52 Register of immovableproperties 53 Register ofDeadStocks ' i 55 MonthlyTrial Balance 59 Receipt and Disbursement Accounts . 60 Income and ExpenditUreAccounts • 61 . Balance Sheet 62 ~,. 64 Rule.
(3)Name of-Form/Register
(2) JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 APPENDIX [SeeRule 3) LISTOFACCOUNTINGRECORDSANDSTATEMENTS JP-l JP-2 JP-3 JP-4 JP-5 Jp-6 JP-7 JP-8 JP-9. JP-lO JP-ll JP-12 . JP-13 JP-14 Jp-15 JP-16 JP-17 JP-18 JP-19 JP-20 JP-21 JP •.22 (PR)802 i Form No.
(1) I I I I, . I i ~ I, t . , ~ I ~ It I \ \ r I I I ! r I \ I' I f, II , I -----":":. =--. -.-.----------------------- JANPAD PANCHAYATS (ACCOUNTS) RULE~, 1999 (PR)803 • FORM NO. j"P-l [See Rule 9 (1)] •• RECEIPT JANPAD PANCHAYAT , . RECEI\rED from Son of/W /O ~ . Resident of a sum of Rs (in words ...............•..................... only) through Cash/Cheque/DD No dated drawn on . Banks towards . Cashier / Accountant Chief Executive Officer / Entered on cash book folio No . COUNTER FOLIO JANPAD PANCHAYAT ~.. Receipt No............................ Date . . RECEI\'ED from..... Son of/W / 0 . Resident of a sum of Rs . (in words only through cash/ Cheque/DD No.............. Dated . drawn on. Bank towards . 1 1, Cashier / Accountant Entered on Cash Book Folio No. Chief Executive Officer / Name of Supplier DateDate . :..,-.--- ._,, - -'.:_:-:"" '-:.FORM NO•.JP-2 . - .. -- < .--.- ._-. ---- - 0.- •.• --.- .--- [See Rule-1 0(3)] I STOCK REGISTER OF RECEIIYf BOOr~S Janpad Panchayat.. Fage No . . Opening Balance Total No. Money Money Total No. of Books Receipt Receipt of No. From No. to Receipts Jl) (2) .. .. ... J3) (5) . (6) .. (7) •...• Money Receipts No. from Receipts No. of Books Printed/pur~pased Money Total Money .Total No. of Receipt No. to Receipts Books Signature of Authorised Officer
(8) (9) (LO) (11) (12) (PR)804 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Given/Issued Date To No. of Issue money Total No. Signawhom is- Books is- Money Receipt of . ture"of sued sued Receipt No. to receipts receiving No. form officer
(13) (14) (15) (16) (17) (18) (19) RECEIPTS Date Money Par- Sub- General Cash Bank Adjust- Receipt tlculars sidiary Ledger ments Number Register Follo FolloNo. No.
(1) (2) .- _. -(3)-- ..----(4) ...---- - .. (5) ..(6) ----.----(7) _____._ (8) PAYMENTS Date / Voucher Par- Sub- General Cash .Bank Adjust- Number tlculars sidiary ~ger ments Register Follo Follo No. No.
(1) (2) (3) (4) (5) . (6) (7) (8) Page No . Balance of Receipts Books No. of Money Money Total Signature Remarks .... Books Receipt Receipt Receipts of (Col. No. No. from No. to Authorised 2(+) 11(-) Officer
(15)
(20) (21) (22) (23) (24) (25) FORM NO. JP-3 [See Rul~ll] CASHBOOK JANPAD PANCHAYAT . \ JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)805 FORM No. JP.4 [See Rule 21] BANK REGISTER NaIIleof the Bank..................... Account No.......................... Page 1\0 . DEPOSITS I - Date
(1) Receipt Number
(2) Par- 'Chetlculars que/Do - No.
(3) (4) Drawn of (Name of Bank)
(5) Date of Amount Deposit
(6) (7) Remarks
(8) WITHDRAWALS(Cheque Issued) Date Yr. No. Par- Cheque . Signa- Amount Balance Remarks ticulars Number ture of with Authorised Bank Persons
(9) (10) (11) (12) (13) (14) (15) (16) - - - - . -. - ---. '- ---- ~~-- - .------- --- - . -- - - .' - -- - -- - - -- -- _ .. " - -- -- ._ ... :-.:---.. _.. -- -- _..- ~.- ..:.----: .. ----_ -;.- .._- '_- -: --- - .•.7"------- '.'-. - _.( -- _~ -. - -- ---.---; . '. -. - - FORM NO. JP~5 I [See Rule 25 (2)] BANK RECONCILIATION STATEMENT AS ON . Name of the Bank A~count No Amount in Rs . I. -(A)As per General ledger as on Balance .....•....................... Add: (B)Cheques issued but not presented for payment (as on the date of reconciliation) - --~--- &.No.-.----- -Gheque-N(t~ --.----- --Towhom-issued - Amount .. -
1.
2.
3. Amount ".; Date of Credit \, Particulars • ••• (4) (C)Interest and other amount credited by the Bank but not accounted for in the -Cash Book. S.No.
1.
2.
3. • ••• (+) TotalA+B+C II. LESS (D)Cheques/DO etc. deposited in Bank but not credited-will the date ofreconciliation __ S.No. Date of deposit Particulars Amount
1.
2. Date Par- Cash Debit Credit Dr. Balance ticulars Book Rs. Rs. ,Dr./Cr. AmountFolio Rs.
(1) (2) (3) (4) (5) (6) (7) (8) ,i , . -, ". __ .".-,'- •• 1 , . (+) (F) Balance as per Pass Book as one same day as in (A)Rs . • Authorised OfflCer JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Accountant
3. Sanctioning No. and date . Date of '.f Amount of Amount of Conauthority of sanction receipts of grant tribution received of grant grant received cash from people value of Material
(1) (2) (3) . (4). , (5) (PR)806 FORM NO. Jp.6 [See Rule 27J GENERAL LEDGER Page , Name of the Account..................... Budget Code . Budget provision , . , ',' .. (-) (E) Bank charges and other amount debited by Bank but not accounted for in the cash Book. S.No. Date of pass book entry Particulars Amount
1.
2.
3. FORM NO. JP.7 (See Rule 33(2)] REGISTER OF GRANTS JANPAD PANCHAYAT........... yEAR ........................•........... GRANTS RECEIVED FROM............... FOR . 'PURPOSE .
(a) Total estimated cost of the Scheme Rs.:::.~:-=-.-.~:::-- ._-- - -- --- -- --- - -, ------
(b) Grant payable by the Government/other sources, towards the scheme Rs. .
(c) Contributions payable by people towards the Scheme .
(i) Cash
(ii) Material (Value)
(iii) Labour (Value)
(d) Janpad Panchayat's share of expenditure \ Rs .
(e) Conditions. if any. attached to the grant.'. Ie J.4NPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)807 No.And of Amount ITotal value of Initials of the ' Remarks date voucher work done,as authorised ofper comple- fidal tion certificate .• ;
(6) (7) (8) (9) (10) .- ,~ i. .'
Note:-l.
2.
3.
4. Column No. (8) to be filled in case ofworks only on their completion. The value of labour donated can be worked out by deducting the total of column. (5), (6) and (7)from the total of column. (8). There willbe one register for all grants but separate pages will be allotted for each grant. The total grants received during a 'year, as shown in column No. (4) should be equal to the balance of the grants receipt account in the general ledger. Similarly. the total expenditure incurred out of the grant as shown in column No.(7)should agree with the balance of the expense account of that grants General LedgerAccount. , . FORMNO. JP.8 (See Rule 33(2)] REGISTER OF (ANNUAL) RENT AND TAXES Name ofAssessee.................................... Address . ., "i':"" ;.;:..; ; :Tax/RentlRate. -- .~,~ ',-' ',,;.-.-..- ":'-'~,-",,_._ -.,~.,:. ,=-.. - ---:-.--_ . .,.-- ' ,.--, .• Date Opening Balance Leviedduring the year I Year Amount period Amount-------- --- ---1._--=- __ Total Recoverable , I
(1) (2) (3) (4) (5) (6) -----._----~----" --- - ------------------- Balance Recoverable ' Tax Fines Recoveryduring the year M.R. No. & Dt.
(7) Amount
(8) (9) \
(10) Total
(11) -----------------~-- .!
Note:-l. At the, end of evexyyear the account 'JJebalanced and the outstanding amourit as on 31st March of the year should be brought forward as the opening balance for succeedIng financIal year. '
2. The penalties/Interest chargeable shall also be fnciuded in the Tax levied,column. Page No.. ; . REGISTER OF (MONTHLY) RENT AND TAXES Name of Assessee....................... Address . Sur- Total Recovery Balance Signa- Remarks charge M.R. Amount recoverable Me at the endNo. & of the month
(8) (9) (10) (11) (12) (13) (14) Note:- 1. At the end of every year the account be balanced and the out-standing amount as on 31s! March of the year. should be brought forward_as the __:-:...:,--=. __ opening balance for succeeding financial years. - .
2. The Banalities/Interest chargeable shall also be included in the Tax levied column.
(7)(6) Acknowledgemeni Revenue Stamp
(5) Levied during the month Bill No. Due Date Due Amt. Sanctioned For Rs . (Rs in words _ Only
(4) FORM NO. JP-9 (See Rule 33(2)] Accountant
(3)(2) Opening Balance I . Month Amount Month JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Cashier
(1) Year Recommended by (PR)808 FORM NO. JP-IO (See Rule 35] PAYMENT VOUCHER JANPAD PANCHAYAT .
1. Particulars of Payee , .
2. Bill No Dated Amount. - . (Rs. in words -.. : ~.:- : -:-.::..~.::~~-~-:-.:..~~:-:-:-:.::::.:~~~.~:::.--:.~::.)---------- -- ---- ------ ---
3. Purpose of Payment . Against order No Dated .- . SANCTION Accountant CEO / Authorised Officer. PAYMENTANDACKNOWLEDGMENr Voucher No............................. CBE No ~{...... Date : . Dr................... A/C Rs : : . Cr.: : ~.. A/C Rs. Mode of payments CASH/CHEQUE/DD NO............•...... : . Date ~ . drawn on .- :... Bank for Rs (Rs.-in_words .. : : only). Pay and Allowances Pay DP_ IR HRA CCA AIlowan- AIlowan- Others Gross ces ces Emoluments
(5) (6) (7) , (8) (9) (10) (11) (12) (13) JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 FORM NO. JP-II (See Rule 40] SALARY BILL REGISTER JANPADPJ.NCHAYAT . ; (PR)809 Page No . Designation
(4) CPF AIC
(3)(2) Name of the, S.Ko. (11 Deductions H.R.A. C.P.F. G.I.S. Festival , -," -Advance- ", - ---- •• _- ----. - -. -- .- --_.- ---- --- ------.-- --- - - _.- .. - - - - <-- Grain Vehicle Advance Advance- -. - -- --- .._------ -- -----._--- -_ ..•. -------- --- Income ' __, _ Tax
(14) (15) (16) (17) - (18) (19) (20) Other Advance -- Deductions Signa- ' Date of Cash ture of Payment' Book~:J~------N~~~f-- '- -~~~~. __EIIll:>.19Y~~ ._::_-__ FQ.lto__~~ . __I tions deductions
(21) t22) (23) (24) (25) (26) (27) (Rs. in words.~~~~"'''~'L''''') (Rs:iil words ) Certified that:
1. Attendance has been verifiedfrom the records and gross and net amount , payable to the employees is admissible to them as per rules. ,
2. 'AI" SerVice'Bookshave been fullywritten up-fa-date. '
3. Pr')per deductions have been made as per the rules. , Sanctioned for payment: , NetAlnount Rs~.........•.. " ~. ' Deduction Rs ~ . (PR)810 JANPAD PANCHAYATS '(ACCOUNTS) RULES, 1999 ,, Gross Amount Rs . (Rs. in words ). I I ! I I ;- Prepared by Verifiedby Accountant FORM NO. JP-12 Chief Executive Officer Date ; . .,~., (See Rule 47] REGISTER OF SECURI1Y OBTAINED FROM EMPWYEES JANPADPANCHAYAT .
1. Name, Father's name, permanent address'
2. Designation and date of appointment to the post .
3. Amount of Security and Authority
4. Date of Security Bond
5. Date of vacation of office Deposits with Panchayat Date Source Amount Total Particulars Signature Date of and Amount of security of person verification mode of trans- in whose and signa- Deposit ferred give custody ture ofCED/ full details security Authorised kept Officer
(1) (2) (3) (4) (5) (6) (7) .. . --_.,- ..... _ .. _ .. -. -- - _. -- --c ..------1 (l3)(l2) Remarks Acknowledgment . of the employees . receiving the .., ._ .refund . ~ , . _
(11)(lO) Release/Refund of Security' . Signature of Mode officer of sanctioning refund release/refund.
(9) Reason for refund release
(8) Date FORM NO. JP~13 [See Ru1e 50(1)] '.' REGISTER OF INTEREsT BEARING LOANS &:ADVANCES JANPADPANCHAYAT................. Page No ~.•..............
(1) . Advance/Loan Account of .
(2) Designation/Particulars Status Uncase of Employees) .
(3) Permanent status/Temporary Ion Deputation .
(4) Rate ofInterest .
(5) Terms of repayment .
(6) Security obtained, if any . k I I I , ' l ",l INTEREST (DUE & RECOVERED) P=riod No. of Pro- Amount Recoverj as Balance ouldays ducts of interest shown in standing From To Col. Nc. 7 )2) (13) (14) (15) (16) (17) ADVANCES RECOVERED Balance Details of Cash Amount (Rs.) outstand- Date ing Prinrepayment Book Principal Interest Total cipal Adjustment Folio No.
(5) (6) (7) (8) (9) (10) (11) (PR)811
(4)
(20) Amount
(19) ADVANCES MADE Cash Book Folio No •.
(3) ,(2) Purpose ---_.- ---- _._-- - ---- - -- --"- 't- .- .. _.- .---- - ~--.- ---------.-.-- - -- --- -:----- -------;--- ---- ---- Signature of Authorised Remarks Officer JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Thtal outstandings (11+ 17) . (18)
(l) Date r-- I ! FORM NO. JP-14 [See Rule 50 (1)] :REGISTER.OF NON-INTEREST-BEARINGLOANSAlIDADYANCES_--' ------ ---- JANPAD PANCHAYAT Page No . -(1' ~ - Advance/Loan ~ccount of .: . (2, DesignatIon/Particulars . . .
(3) Status of Employee Permanent/Temporary / on Deputation
(4) Terms of repayment
(5) Security ADVANCES MADE • • ! • Date. Purpose 'Cash 'Book Folio No . ,AmoUnt
(1) . '(2) (3) (4) (PR)812 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 ADVANCES RECOVERED/ADJUSTED Balance - Signature Purpose Cash BOok Amount outstand- of,. . Date ings AuthorisedFollo No. (cr.) . Officer
(5) (6) (7) (8) (9) (10) FORM NO. JP.15 [See Rule 51] . REGISTER OF FUNDS DEPOSITED/INVESTED JANPAD PANCHAYAT Page No . PARTICULARSOF DEPOSITS/INVESTMENT MADE S. Date C.B. Folio Par- Distinctive Amount Rate of in- No. No. ticulars of No. Deposited/ terest & Deposits Invested details of Invesbnent Maturity
(1) (2) (3) (4) (5) (6) (7) INCOME FROM D~POSITS INVESTMENTS _.___ _. . . _---I
(11) Amount received~:B. Folio
(10)(9) Date
(8) Signature of - . - Authorised Officer i , I i " Page No . Name & Par- Date of Amount Details of Recovery Address ticulars imposi- - of flne M.RNo .. C.B. Amountof the of fine tion Accused & date Folio
(2) (3) (4) (5) (6) (7) (8) "I,- '. ':, S. No.
(1) FORM NO. Jp.16 [See Rule 521 REGISTER OF FINES AND PENALTIES JANpAD PANCHAYAT \! . 1 . : I DETAILS OF WITHDRAWALSENCASHMENT Signature Remarks' .. Date C.B. Follo Amount . Remarks of Authorisedrealised Officer - .. _--_._--.- ---- -- -- --- ---
(12) (13) (14) - (15) (16) (17) - - - _. - JANPAD PANCHAY ..ATS (ACCOUNTS) RULES, 1999 (PR)813 Details ofwaiver/write off Aurhority Reasons. Amount Wcltvgd/writeoff . Signat6re of Authorised person Remarks (91 (10) (11) (12) (13) FORM NO. JP.17 (See Rule 53) REGISTER OF IMMOVABLE PROPERTY ................................... . . . . . . . . ....................................... .................................. ----- ----._----................................ ;~--- -_.- Serial No. Name bf Village or town in which property is . situated. Description situation and boundaries of the proper- . ty. Settlement number or number in the NazulRegister . in Land Record Department (in case of land). Area in hectares. Valuation. Number and date of Government order transferring . the management to the Panchayat. Description of the property held :
(1)Under direct management: '-m ----Date'ofacquiring. -.: - --; ...:...-.:::=._~-= .:--==-_~.~~;;:-.-.-:;;.:;:.:;;:~-:-.-:-;.;;:;;~~~;:,_-_.:-="::~_-.=
(ti) No. and date of order authorising such . occupation. "
(2)Received in donation: (I) The mime of the doner.
(il) . The approximate value.
(3)Purchased or constructed: (I) D~te of purchase or sanction of construction.
(il) Value of the property. .. . Name-of the tenant of-Ieasee .-ifany,- and-term-oL __..••........~.~.~ .....•...•.. . lease. Date of termination of leasee. Rent per month. Method of final disposal of property with number . and date of government order sanctioning sale, etc. name of purchaser, if any. and amount for which sold. Whether registration has been done, ifses, give . registration number and date, etc. Signature of the Chief Executive Officerof ..}anpad . Panchayat. \ Remarks. I •
2.
1.
3.
5.
6. E .• -4.
9.
10. 11
12.
13.
14.
15. . . FORM NO. JP.18 (See Rule 55) STOCK REGISTER JANP.A.I)PANCHAYAT ~..: . NAMEOFARfICLE :.........................................•....................... FORM NO. JP-19 Note.-The donated or contributed material should be shown in this register and in that case the name of the donor and the purpose should be .shown In Column (3).' .__ .- ..----- (See Rule 59) MONTHLY TRIAL BALANCE JANPAD PANCHAYAT : . TRIAL BALANCEAS ON .
(17)
(12) Remarks
(5) Authortty
(9) Credit
(11) How dis- . posed off
(4)
(16) Initials of Authorised Officer Balance on the last day of the . Preceeding month - .- - Debit Credit
(8) Debit
(10) Date .. i Cumulative Balance at the . end of the month
(15) Balance
(3) Nall\l' "I' Account
(9) Initials of Authortsed officer
(7) Credit ..
(2) Cost including incidental charges
(8) Amount realised and date of credit into the Panchayat Fund
(14) Ledger Folio Debit
(6) Transactions durtng the month
(13)
(1)
(7) Rate pr unit No. of Articles S. No. (PR)814 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 Date Authortty for RECEIPTS purchase Source from Voucher No. No. of Identiftca-; which received and date Articles tion marks.
(1) (2) (3) (4) (5) (6) JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)815 Note.-l. The balance of all the accounts (except cash and Bank'balances) for the period. for which the Trial Balance is prepared. shall be taken directly from the General Ledger.
2. The closing Cash and Bank balances to be shown in Column NO.4 and. shall be the balance in the Cash and Bank column of the Cash book respectively for the day for which the trial balance is prepared. The closing cash and bank balances of the preceeding month as shown in column No. 4 shall also be shown in column NO.7. FORM NO. JP-20 . (See Rule 60) RECEIPT AND DISBURSEMENT ACCOUNT FOR THE PERIOD 1st April to 31st March • JANPADPANCHAYAT ; . S. Particulars of receipts Amount No. S. No. Particulars of pay- Amount ment
(6)(5)(4)
1.
2.
3.
4.
5.
6. - - --7. --- --.: -"-:-',-- -.--:.---------- ---. -.::-=--=-----;---~~-=---:..:_o--;
(3) Opening balance of cash in hand as on 1st April Opening Bank balance as on 1st April .._--- -
(2)
2.
( 1)
1.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
8. Total Closing balance of cash in hand as on 31st March ... Closing bank--------------------ba1ance-ason3rst--~--:----------------_. March ... Total Accountant Chief Executive Officer Note.-( 1) The net amount of receipts and paYments during the year shall be taken directly from the General Ledger. '. \
(2) The grand total of both the sides must tally. FORM _ O. JP.21 (See Rille 61) JANPADPANCHAYAT . INCOME& EXPENDITUREACCOUNTFOR THE PERIOD 1st APRIL TO 31st MARCH . '. 'I , ,
(6) Amount Income
(5) By Property Tax By . By . By grant-in-aid (utilised) Previous years Figure
(4)(3) Amount ,. Expenditure JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999
(2) To salaries & Allowances To To To outstanding expenses (specifyeach ex- ' penditure) To excess of income over expenditure transferred to Balance Sheet Previous , years Figure
(1) By outstanding income (Specifyeach Income) By Deficit of income over expenditure transferred to Balance Sheet , ACCOUNTANT CHIEFEXECUTIVEOFFICER PRESIDENT AUDITOR Notes.-(i) All the administrative. functional, and other expenditures accounted for in the ledger under their respective accounting/budget heads shall be shown in the expenditure side. Similarly all the income under various accounting heads shall be shown in the Income side.
(it) Capital Expenditures such as cost of dead stock. vehicles equipments, furniture and fixtures, buildings constructed or acquired etc. shall also be shown in the expenditure side under appropriate head included and . shown under specific grants expenses account. .{iii)...The total expenses incurred during the yearout of a particular grant wiU --- -- be shown in the expenses side. however only that portion of the grant which was actually utilised during the year shall be shown as income and the balance amount. calculated as under, being the unspent grant be transferred to the balance sheet. Opening balance of grant as on 1st April (Theunspent balance ofpreviou.syears grant) ADD :' Grant received during the year. Total Grant available during the year. , LESS: Urispent balance as on 31st March (tobe transferred to Balance Sheet). Grant utilised during the year to be shown in Income Side. "(Iv) .. The folloWing'ite"insof receipts and' payments shall not be' included in' ----. , the Income & Expenditure Account ,:- '
1. Opening and closing balances of cash and bank accounts;
2. Fixed deposits and other investments made or encashed;
3. Loans & advances'received or made; 4; Security and other deposits received or repaid or made by the Janpad .Panchayat;
5. Deduction made from the salari~s such as GPF/CPF/GIS/Income Tax, Professional Tax etc. but not remitted to the appropriate authority. {vj . Outstanding Income shall be cal~ulated by adding to the previous years arrears, the' amount' of rent, 'rates and taxes (including fines, receiva~le/lev1edduring the year and deducting there from the actual amount of rent, rates and taxes collectedduring the year as shown'in the receipt and payment account. The amount of rent, rates and taxes irrecoverable . and therefore to be written off, if any, during the year shall also be deducted from the aforesaid amount, to determine the Income receivable at,the end ofthe year. Noseparate entries need be made in the cash book or ledger, separate working sheet for ~ach head of Income shall be : -' attached.' (PR)816 JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 (PR)817 ••
(vi) All expenses incurred during the year but the payment of which could not be made on 31st March. shall be computed after aCijusting for the previous years outstanding expenses as under :- Opening balance as on 1st April (The closing balance of previous'year) Less: Amount paid during the year out of above: Add: Bills received but not paid as on 31st March as. in the case of outstanding Income. no accounting entries need be made in the cash book or ledger for the outstanding expenses. FORM NO. JP-22 (See Rule 62) JANPAD PANCHAYAT BALANCE SHEET AS AT 31ST MARCH •.••••••• Add
(2) Outstanding Income Less
(3) Outstanding Expenses ... LOANS REPAYABLE . From State Government PANCHAYATFUND Balance as on 1st April .•l\Ldd
(1) Surplus of Income over . :_. .ExpeD.ditm:-e.~ap!3.f~n:eg.fro~ _ . Income & Ex.perrdUureAcco.unt As at 31st March ASSETS RENT RATEs & TAXES & OTHER INCOME RECEIVABLE
(a) RENT Arrears as on 1st April \ ADD: Due during the year Less: Received during the year .,Less: Waived/written off during \ the year outstanding as on 31st March ADVANCES RECOVERABLE.
(1) To Employees -_.. --(a) For--Travelling -_.-_..:..--.- ---------
(b) Fpr Expenses
(ll) To other ...
(b) RATES Arrears as on 1st April Add: Due during the Year Less: Received during the year.
(4) (5) (6) CASH AND BANK BALANCE
(a) Cash in hand
(b) Balance ".vith Banks:
(1) In Saving Accounts __ (ti)__In Fixedp~posU- __~_-=_.. .. --=- __
(iii) In TreasUIY Accounts (1v) In post office Accounts .... INVESTMENTS (ATCOST LOANS)
(1)To employees
(ti) To gram Panchayat
(ill) To other (Specify) Previous years Figures
(3) As at 31st March
(2) LIABILITIES From Zila Panchayat From Other (Specify) SECURI1Y DEPOSITS AND OTHER SUMS REPAYABLE
(1) Security Deposit from Employees
(ll) Security Deposit from others . (iii) Earnest Money Deposits . (1v)' Deductions made from salaries but not remitted Provident Fund Income Tax Professional Tax ............... (Specify) - CURRENT UABILITIES
(a) Un-utilised balance of grants .received .
(1)
(ii) Previous years Figures
(1) t). In IR or )e IS s, ;0 ld ill at le at rs v- :It pt Ie )e Ie >k )e '.i Notes.- 1. All the balances in the Balance sheet as on 31st March of the previous financial year shall be incorporated in the Ledger and brought down as opening balances for the current financial year. No balance shall be brought forward from the' receipt and payment account or the Income and Expenditure Account.
2. Loans Repayable.-The balance principal amount ofloan outstanding as on 31st March shall be shown with full details regarding the source and security given if any, should also be disclosed separately for each such loan. The interest due but not paid shall be shown separately under bills payable and outstanding expenses.
3. Investments.-Aggregateamountof Janpad Panchayats inVestments in~ "Gove"rIimentsecUrities; National SaVing Certificates,-Kisati Vikas Patta, Indira Vikas Patra etc. should be shown separately at cost under appropriate sub-head. .
4. Loans & Advances.-The amount of loans and advances due from the employees of Janpad Panchayat and farmer outsiders should b.e shown separately. Only the principal amount of loan outstanding should be shown here. The details of each loan (e.g. House building loan. vehicle loan etc.) and advances (e.g.) Travelling Advance. Advance against expenditure ~tc.) should be attached to the balance sheet. JANPAD PANCHAYATS (ACCOUNTS) RULES, 1999 AUDITORPRESIDENT (C)TAXES & OlliER INCOME Arrears as on 1st April ADD : Due during the year LESS: Received during the year Less: Waived/written off during the year Outstanding as on 31st March. JANPAD PANCHAYAT Balance at the beginning of the year ADD: (Less) Deficit (Surplus) or Income over expenditure for the year as per Income & Expenditure account".
(iii) Bills payable and other oufstanding Expenses: (A) •• (B) (C) (D) Outstanding interest on loans accrued and due (PR)818 ACCOUNTANf CHIEF EXECU11VEOFFICER [' i I! 00000001 00000002 00000003 00000004 00000005 00000006 00000007 00000008 00000009 00000010 00000011 00000012 00000013 00000014 00000015 00000016 00000017 00000018 00000019 00000020 00000021 00000022 00000023 00000024 00000025 00000026 00000027