by North Western Railway

BEST PRACTICES & INNOVATIONS

Total Cash-less payment System 100% salary payment through bank, in all units of NWR.

100% Contractor/Vendor payment through bank.

Imprest recoupment through Smart Card.

First time ever, 100% PLB payment through bank.

Salary through bank paymentNWR

March'10 March'11 March'12 March'130.00

20.00

40.00

60.00

80.00

100.00

120.00

39.89

54.94

87.59

99.56

Chart Title

%ag

e

Period

IMPREST CARD

PROCESS A SINGLE CHEQUE ALONGWITH A SOFT COPY CONTAINING

DETAILS OF IMPREST CARDS AND THE IMPEST AMOUNT

CHEQUE IS ISSUED AS: SBI A/C IMPREST CARD

FINAL DEMAND SHALL BE DEBITED AND CHEQUES & BILL SHALL BE CREDITED

SBI WOULD LOAD THE IMPREST CARDS IN REAL TIME (WITHIN A FEW MINUTES).

AFTER THE BULK UPLOAD, IMPREST CARD HOLDERS WOULD BE INTIMATED THROUGH SMS ALERT.

ADVANTAGES

MINIMIZE CASH HANDLING

REDUCTION IN ROLE OF CASHIERS

REDUCTION IN ESCORTING BY R.P.F

WITHDRAWAL ON NEED BASIS FROM ATM (SBI & SBBJ)

OBLITERATE THE POSSIBILITY OF THEFT OF CASH

Streamlining of Bank operations For the first time on Indian Railways, Pay cycle of staff reduced from

4 batches to a single batch.

Again for the first time on Indian Railways, number of treasury

banks reduced to 1, in each accounting unit of NWR. (from 14 to 1,

over BKN Div.). This has reduced the number of banks dealt with for

C&B reconciliation to just 6 over entire NW Rly.

No. of cheques issued p.m. reduced drastically (from 1782 in Mar’09

to 70 in Mar’13, over BKN Div.)

Single window payment system introduced, through bulk RTGS/NEFT.

No. of cheques issued p.m.NWR

March'09 March'10 March'11 March'12 March'130

2000

4000

6000

8000

10000

12000

9617

8466

4400

2889

1360

No. of Cheques p.m.

Period

No.

of C

hequ

es p

.m.

Redeployment of Cashiers

Cashiers’ beats reduced drastically (from 14 to 3, over BKN Div.)

Posts of cash office staff declared surplus & surrendered.

41 no. of cash office staff redeployed. Significant reduction in TA & Honorarium of cashiers.Surplus staff redeployed in vacant posts of Accounts office on regular basis as per Railway Board guidelines.

IPAS Implementation NWR the second Railway, (after E.Co.Rly) to implement IPAS.NWR the first Railway to implement I.C. module for Workshop.PF Module & Pay Roll Module, already implemented successfully over NWR.

Pension Module is being started from April’13. Other Modules of IPAS are under process for implementation one by one.

Staff are finding IPAS much convenient and smoother than previous programme, ITAS.

NWR acknowledges help rendered by CRIS in implementing IPAS.

Inspection of Banks for PPO Checking

All Pension paying branches in Rajasthan Checked.

Almost entire pensioners covered. More than 66,000 PPO’s checked. Over payment of Rs. 5.80 Crore detected.

Approx. Rs. 4.00 Crore already recovered.

Steps towards Paper-less working

Extensive use of E-Dak and FTP by all units over NWR.

It has enabled swift movement of information among various units of NWR.

It has saved TA claims, Man days & Trees (from felling).

Easy to monitor information exchange timings.

Improvement in C&B Reconciliation

Close monitoring of Cheques & Bills reconciliation and suspense balances outstanding.

Rationing system of blank stationary of Cheques at 3 levels.

Full details of every cheque maintained in hard copy & soft copy.

Earlier it used to take approx. 12 days P.M. for monthly C&B reconciliation, now its takes 2 hrs. only.

Cr. Posting

Bill Received

CO7CO 6

Cheque Requisitiion(Cheque Printing & list of issued cheque prepared,

treasury wise)

Cheque issued to Contractor/Firm etc

Deposited in Bank

Paid cheque sent to Rly. HQ by Bank , with Debit

Scroll

Exchequer RegisterReconciliation

Cash Book

General Books Posting of Credit in C&B

Register (Total Amt) treasury wise, on monthly

basis

Process of reconciliation of

C&B

Cancelled cheques

Un paid cheques returned back

Cr. E

ntry

(-) Cr.Entry

(-) Cr. Entry

Prep'n of ATC by Rly. HQ & dispatch to A/C unit

Shorting of paid cheques & prep'n of debit scroll (A/c

unit wise) & dispatch to A/c unitDr. Entry

Possible outcome

Cheque correctly found with debit

scroll

Extra Cheque found, of other unit

Cheque not found in debit scroll but mention in debit

scroll

Cheque not recd. & No mention in

debit scroll

Un cleared suspense (continued as credit

entry in C&B Register)

Inform HQ

Sent back to HQ

Suspense clear

Reconciliation Completed

Monthly Balance of C&B susp.ledger

Cr. Continued

From

HQ

(-) Cr

.ATC

Dr. Entry

Reconciliation

Any abnormality or mismatch needs further scrutiny for

possible fraud

Flow Chart of Cheques & Bills Reconciliation Procedure

Prepared by Abhinav Gupta, Sr.DFM/ BKN, 09/ 06/ 11

Reconciliation with PMR cash

book

Continuous reduction in no. of cheques issued

S.N. Period No. of cheque issued

1 March’09 1782

2 March’10 1116

3 March’11 583

4 March’12 277

5 January’13 126

6 March’13 70

Outstanding amount in C&B Reconciliation

S.N. As on Amount No. of Cheques

1 01.04.2010 9,88,23,335 135

2 01.04.2011 3,74,93,753 85

3 01.04.2012 2,17,28,225 51

4 01.03.2013 35,04,82,941 169

EXCHEQUER MONITORING• EARLIER PRACTICE- TOTAL AMOUNT OF CHEQUE

ISSUED ON DAILY BASIS WAS ACCONTED FOR

• LATER PRACTICE- TREASURY WISE AMOUNT &

CHEQUE NO. WISE DETAILS (FOR CONTINUITY)

• RECENT PRACTICE- ONLY ONE TREASURY, CHEQUE

NO. & AMT DETAILS IN CONTINUITY REGISTER, SIGNED

BY SSO/BKS & DFM

RECON. OF EXCHEQUER WITH PMR

ON BI-WKLY OR TRI-WKLY BASIS

• TOTAL EXCHEQUER USED FOR THE DAY & UP TO THE DAY, IS

TALLIED. SIGNED BY SSO/BK & DFM

• IT ALSO TALLIES TOTAL NO. OF BILLS SENT BY BOOKS SECTION &

RECEIVED BY CASH OFFICE

• IT INSURES THAT EXTRA/ SHORT BILLS OR CHEQUES ARE NOT

SENT/ RECEIVED

Employee Information System• Information pertaining to PF; Salary; Leave; Pension & contractual payments have been started on IPAS.• It can be accessed by the Employee on Railnet & Internet.• Railnet link is http://10.141.6.118:9080/AIMSKIOSK/KOISKINDEXPAGE.JSP• Similarly Internet link is http://122.252.243.105:9080/AIMSKIOSK/KOISKINDEXPAGE.JSP• Jodhpur Division has started Kiosk based screen in Accounts for the help of employee & contractors. Similar kiosks are planned to be installed in all Divisions, Workshops & in HQ of NWR in 2013.

Schemes in the Pipe Line Cash collection of station Earnings to be lifted by bank.

It would eliminate irregular movement of cash safe. It would help quick realization of earnings into Govt. A/C. No. of shroff & cash witness would reduce.

Computerization of all Suspense Accounts. To help close monitoring of suspense balances. Immediate information about any specific case. No need to manually maintaining the ledgers and carry forward frequently

Touch screen enquiry system for status of P.F.

THANKS

Abhinav Gupta, SrDFM/BKN