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5.  NPS (New pension scheme).




9.  BOOKS & IT




(ii).  PAY OFFICE : (functioning for both MYS Division and Workshop)

1. Collection of cash towards Tender forms, EMD & Auction sale etc.,

2. Issue of GRs to parties.

3. Cash payment for Misc. cases.

4. Collection of cash from SBM and realization of cheques and DDs.

5. Purchase of DD.



·Dealing with proposals for financial concurrence; to creation of new posts, extension & up-gradation of existing posts and other misc. establishment cases.

·Dealing with proposal of financial concurrence to purchase of stores, vetting of their quantities, certification of funds, vetting of purchase orders and misc. case work pertaining thereto.

·Financial scrutiny of proposals to be included in the Works, Machinery & Plant, and Rolling stock program.

·Scrutiny of estimates including check of incidence and allocation of expenditure.

·Vetting of tender documents, special condition of contracts.

·Vetting of briefing notes and comparative statements.

·Attending tender-opening, vetting of Agreements etc.

·Dealing with proposals for financial concurrence to Miscellaneous items concerning works such as special rates, variation in quantities, closing down of contract, termination of contract recovery of penalties, damages, scrutiny of write off proposals etc.

·Vetting of productivity tests and review;

·HMRDC accountal and raising of bills.

·Vetting of Miscellaneous proposals such as cash imprest, contingent expenditure.


·Reviews and revision of Budget- August Review, preparation of Revised Estimates for the current year and Budget Estimates for ensuing year (in November), Final Modification, Submission of Appropriation Accounts.

·Distribution of funds to various Executive departments on receipt of Budget allotment from Headquarters.

·Finance concurrence for re-appropriation proposal received from executives.

·Reviews of expenditure vis-à-vis performance.

·Certification of fund control of expenditure vis-à-vis budget allotment.

·Monthly advising of actual to departments.

·Exchequer control – Cash estimate and watching the bookings.

·Review and advising sections about irregular bookings of allocations.

·Furnishing details of bookings in comparison to Grants to MPR and PCDO and for other meetings.

·Review and reporting of Annexure J & K cases.

·Maintenance of works register, preparation & advising of of work wise actuals monthly to executives, review and reconciliation with books.

·Review of the un sanctioned expenditure and review of expenditure held under objection.

·Acceptance of TD / TC and preparation of JV’s for accountal.


·Preparation of Salary bills, supplementary bills, educational assistance bills, travelling allowance bills, LPCs etc.

·Posting, transfers, promotions, deputations, confirmations, administration of Service Conduct Rules, Discipline & Appeal cases of Accounts staff, dealing with staff representations.

·Maintenance and Review of Service Records, seniority lists, Increments Registers and leave accounts.

·Grant of increments, fixation of pay on promotion and on changes in rules concerning Pay & Allowances (generally) as a result of recommendation of Pay commissions.

·Issue of Passes, PTOs etc.

·Issue & Dispatch of letters and maintenance of Imprest & postage A/Cs.

·Procurement of stores.

·Arranging Trainings & Departmental examination of Accounts Staff.

·Arranging payment of settlement dues of departmental staff on their retirement, death or resignation etc.

·Sanction of advances such as Transfer, Sickness, Marriage, Education etc.

·Annual report statement No. 40.

·Employment exchange reports.

·Maintenance of T & P and other registers for issue and receipt of stores.

ESTABLISHMENT : Gazetted & Non Gazetted :

·Passing of monthly Salary Bills, Supplementary bills, CTG bills, Leave Encashment, Educational Assistance, Traveling Allowance Bills etc. in respect of Gaz. Officers in IPAS (Integrated Payroll Accounting System) Modules.

·Maintenance of Salary Audit Registers and Cadre Check Registers.

·Certification of eligibility of leave and maintenance of Personal Files of Officers. Compilation of service Cards for the Officers.

·Preparation of Service documents and transfer of the same to different A/C units. Vetting of Last Pay Certificates and as drawn particulars.

·Income tax returns and other correspondences.

·Collection of service documents from different A/C units in respect of in-coming officers.

·Issue of Annual Leave balance along with service cards to Gaz. Officers.

·Certification of House Rent dues on death/retirement of the employee.

·Payment of Unpaid wages & SBF.

·Maintenance of Scale Check Registers.

·Certification of proposals for fixation of pay, allowances, stepping up of pay, etc.

·Certification of House Rent dues on death/retirement of the employee.

·Certification of As drawn particulars, LPC in transfer, retirement etc.

·Passing of settlement dues like CGIS and Leave salary.


·Done through PF Module in IPAS. Suspense register and bill passing done in oracle.

·Maintenance of Provident Fund Ledgers Reconciliation with General Books periodically, Calculation of interest.

·Comparison of balances, of P.F. annual closing of P.F. accounts.

·Issue of computer generated PF Pass Books to subscribers.

·Review of un-posted items of Accounts and closed accounts.

·Advance review of superannuation cases and check against delays in payment of settlement dues, withdrawals from P.F.

·Maintenance of PF suspense register in regard to un-paid PF and Deposit PF.

·Maintenance of PF nomination register.

·Transfer of PF balances Inward and Outward through e-recon modules.

·Maintenance of Suspense Registers for various advances given to staff, recoveries thereof and review, transfer of balances.

·Reconciliation of suspense registers with General books and preparation of Half yearly review of suspense balances reports.


·Implementations and revision of pension etc. as a result of policy decision of Rly Board.

·Periodical reports.

·Record keeping of pension cases.

·Payment of gratuity, Life Time Arrear, Commuted value of pension.

·Payment of Unpaid of Gratuity and settlement dues  etc..

·Maintenance of related suspense Accounts like Dep. DCRG and Unpaid DCRG.

·Review of Service Records prior to payment of settlement dues/pension/Service gratuity etc.

·Check and certification of qualifying service & Average emolument in case of pension.

·Check of the rate of monthly pension, amount of commuted pension, issue of Pension Payment Orders, Commutation order.

·Authorizing transfer pension Accounts from one bank to other.

·Check and authorization of Ex-gratia payment.

·Processing of Pension cases through ARPAN.

·Family pension correspondence after death of the pensioner.

·Conducting Spot checks of banks to verify correctness of pension payments.


NPS Section:

·New Pension Scheme (NPS) implemented from 01.01.2004 and related transactions with other Govt. Depts, Reconciliation of NPS details etc.

·Allotment of PRAN and correspondence.

·Uploading of NPS Emp. and Govt. contribution to NSDL.

·Maintenance of NPS register.


·Passing of contractors’ bills, maintenance of Contractors’ Ledgers and Liability Registers.

·Internal check of contingent expenditure bills of various departments of Railways.

·Maintenance of Party, Imprest, Vehicle, Telephone and other masters.

·Sales tax and other tax correspondences.

·Issue of Income Tax and works certificate to contractors and vendors.


·Maintenance of General Cash Book, Journal and Ledger & other subsidiary registers, e-transfer transaction and e-reconciliation.

·Maintenance of Registers of Transfer Transactions and chasing the delayed adjustments.

·Compilation of Monthly Approximate Accounts Current, Provisional Account Current and Final Accounts and other returns.

·Checking monthly reconciliation of various suspense heads viz. Miscellaneous Advances Demands payable, Deposits Miscellaneous etc.

·Post audit of paid vouchers issue of acquitance certificate.

·Issue of cheques, arranging payment through NEFT/RTGS.

·Certification of Divisional Cashier’s Cash book .

·Arranging surprise check of cash of the cashiers.

·Compilation of various returns for the purpose of statistical compilations.

·Generation of various reports for budget section i.e, Sub head, detailed head and PU wise both for Revenue and works.

·Advising sections about the bookings done through Cash and JV in respect of all suspense heads.

·Cheques and bills reconciliation.

·Maintenance of paid voucher section.

·Half yearly review of suspense balances - statement to HQ.

·Reconciliation of Divisions ledger with HQ s ledger.

·Maintenance of computer software programs.

·Implementation of IPAS.

·Attending problems related to e_recon, ARPAN etc.,

·Generating data / reports for sections requirement. 


·Check of original records of subordinate & Executive Offices.

·Disposal of Accounts Inspection Reports Parts I & II.

·Disposal of inspection Reports conducted by Sr. Divl. Finance Manager, Divl. Finance Manager and other Finance Managers.

·Drawal of annual program of inspections.

·Attending GM and other HQ officer’s inspections.


·Collection, Compilation & presentation of accounting information to Headquarters & Division Office, mainly MPR and PCDO.

·Preparation of HYAR, Quarterly reports.

·Disposal of Part I & II of Audit Inspection Reports, Audit Notes, Spl. Letters & Draft Para etc.

·Conducting Bi and Tri partite meetings.


      ·Raising and watching of realization of all types of bills recoverable from outsiders

·including siding, land rent, Electricity charge, water charge etc..

·Maintenance and reconciliation of Expenditure suspense A/Cs.

·Raising of fuel bills issued from RCDs to Foreign and Home Railway locos.

Source : South Western Railway CMS Team Last Reviewed on: 13-10-2016  

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