(I) All monq received -Or spent by or on behalf of the Panchayat Samiti or the Zila Parishad shall without any reservation be brought to account in the cush book 10 be maintained! in Form FBA·2 and uttested by the Executive Oflicer or the Chief Executive Officer, as the case may be.
Sufficient details should be given in the column 'Particulars' to admit the main points of each transaction being readily ascertained without ~fcrence to the detailed voucher or challan. No amount received, shall directly be used for payment rather should be deposited in the bank by taking into accounts in the cash bo-Olc
(2) At the close of the day while signing the Cash Book, the Executive Officer or the Chief Executive Officer, as the case may be, should see that the receipts collected during the day are credited into the Treasury or ank on the same day or on rnoming of the following working day with a Challan in Form fBA-3 or Bank voucher. When the money is paid into the treasury, the Executive Officer or the Chief Executive Oflicer making such payment shall compare the Treasury Officer's receipt on the Challan or Bank receipt with the entry made in the Cash Book before attesting it.
(3) The amount remitted into the Treasury or the bank irl cash should be entered on the payment.side of the Cash book in the 'Cash' column and on the receipt side in the 1'reasury' column.
( 4) When money is received into the fund by Book Transfer credit, its receipt shall be entered in the Cash Book by indicating 'By transfer credi( in particular columns and showing the amount under 'Treasury' column of the Cash Book.
All the dues of the Panchayat Samiti or the Zita Parishad tendered by third party shall be dealt with similarly into the Treasury or bank direct.
(5) When a cheque is drawn by the Executive Officer or the Chief Executive Officer in favour of'Self' in ·order to replenish the Cash Chest or for payment ..
to third party direct, its amount should, at once, be entered as receipt or payment, as the case may be , irrespective of the date of its encashmenl.
(6) The Cash Book shall on each day be closed, balanced, checked and S.:.:tions 143 and t9J Sections 143 ltnd
19.1 62 PUNJAO GOVT. GAZ. (EX'l IV\),JANUARY 9,2014 (PAUSA 19, 1935 SAKA) signed by the Executive Officer or lhe Chief Executive Officer, as the case may be, in token of check.
(7) (a) If the cheque is cancet'ted before lhe cash transaction of1he day in which ii was issued, have been totaled lhe entry in lhe Cash Book shall be slruck out in red ink· under initials of the Exceulivc Otliceror lhe Chief executive Officer, as 1he case may .be, with a 1tote that the cheque has been cancelled;
(b) . If, how<1vcr, the Cash Book has ~n totaled and the correction is required to be made al any time with in lhe same financial year in which the cheque was iss1u.'<1, it should be posted on 1he payment side of the Cash Book~m the 'Trea.~ury' column a~ a minus entry under the Head of expenditure to which it was originally charged; and
(c) If the correction is required to b<' made in the year subsequent to that in which the cheque was issued, the amount of the cancelled cheque should be ~rcditc<I in the Cash Book in the 'Treasury column' as 'Refund of the Expenditure of previous year'.
(8) At the.end oft.he each month, the 8xeeutive O!licer or the Chief Executivll Officer, as the case may be, shall,-
(a) verify the cash ·balance in the chesl with ~ 1e cash balance in 'Cash' column on receipt side of the Cash Book and give a certificate as under:- " Certified thal cash balance in the chest hos beeL checked and was found to be·ru1ices----·----which is tallied with lhc balance shown in the cash column of the cash book";
(b) also compare every item of the receipt and expenditure as shown in the treasury pass book wjth the relevant enlries of the corresponding month in the cash book.
The difference, ifthere be any, shall be explained and accounted for in a foot note in the Cash B_ook in the manner indicated below:- Balanco-as per 'freasury column of the Cosh Book rupees. 7----·
(i) Add amount of cheques (detailed below) issued but not cashed rupees.
{I)
(2) PUNJAB GOVT. OAZ.(EXTRA), JANUARY 9, 20 14 63 · (PAUSA 19, 1935 SAKA)
(ii) minus amount of cheques ( detajled below) given to Treasury or Bank for collection , c redit o f which is still awaited;rupees. _____ _ Balance &.> per Pa~s Book =rupees .. ______ _ Note I:
A surpr1se check shall also be made by the Executl\'C Officer or the Chief Executive Officer, as the case may be, onoe or twice a month in order to ensure that cash in hand tallies with the Cash Book. As and when a check is made, a certificate of count.sha ll be recorded in the cash book.
Note2:
If on comparison of the Cash Book with the Treasury or Bank Pass Book, any cheque ap(lears to be unduly long outstanding, enquires shall be made regarding it and if it cannot be traced, it' shall be stopped by order of the Drawing and Di~bursing Officer.
(9) Subject to the Instructions issued by the Government from time to time, reronciliatiun of Clt!>h book of the Panchayat Sarni ti or Zila Parishad, as the case may be, shall be reconciled with the Bank by 15th day of every nionch.
Copy of the reconciliation statement accompanied with the cash balance certificate duly authenticated by the bank authorities, shall be submined to the Zila Parishad in case of Panchayat Samiti and to the Director in case of Zila Parishad, as tlie case may be.
l l. Register of temporary advances.- ( I) whenever any advance is required to be given to any official of the Pan~hayal Samiti or the Zila Parishad for carrying out the purposes of the Panchayat Samiti or Zila Parishad, as the case may be, a record of such advances shall be kept in the register of temporary advances in Form FBA-4.
(2) Temporary advances shall be got adjusted within a ~imum period of three months, failing which it shall amount to temporary embezzlement and un-utilised cash balance shall be refunded back along with 18% interest.
(3) The Panchayat Samiti or the Zila Parishad, as the case may be, may sanction a permanent advance u~ to a maximum limit ~f rupees ien thousand to any of its outlaying institutions. The advance should be intended to provide oo the resi>0!15ibility of the incharge of the Institution for emergent petty oxperises. The holder of a pennaneot advance shall be responsible for the safe custody of the~ placed in his hands and must at all times be ready to eccount for the total amount of the money so advanud, in vouchers or in Sections 143 and 193 Stttions 143 and 193 64 PUNJAB GOV'C GAZ. (EXTRA), JANUARY 9, 2014 (PAUSA 19, 1935 SAKA) cash or in both. The accounl of such an advance shall be kept in form FBA- 5 by 1he Panchaya1 Samiti or t he Zila Parishad, as 1hc case may be. and in Forni FRA -5A by the holder of 1he imprest. An acknowledgement in the fo llowing form should be furn ished by 1he holder of an impres1 on I s1 April each year to 1he Execulivc Oflic.cr or lhc Chief Excclllive Officer, as 1hc case may bc:- J, hereby acknowledge 1ha1 lhe amount of rupees. ···--··--·-···········-······ ·······-·-·-·sanctioned as imprest is held by me in 1act. The de1ails of the same as it slood on 31st March------are l\S below:--
(i) Cash-·-··-················· rupees ··········-·················
(ii) Paid vouchers-············· rupees ··-························ Signature---················-············· Designation---·····························
Provided lha·t the Panchayat Sami1i or lhe Zi la Parishad, as 1he case may be, may in special circumstances to be recorded in "'Tiling, sanction such pennanent advance not exceeding twenty five thousand rupees.