DISTRICT TREASURY DEOGARH.

Manual – 1.

Particulars of Organization, Function and Duties

( Section 4 (i) (b) (i) )

BACK

1. Aims and objectives of the organization .

There shall be a District Treasury in every district. The treasury shall be under general charge of the collector, who may entrust the executive control to a treasury officer subordinate to him. The main function of the treasury is passing of bills presented in the Treasury by the D.D.Os., pension disbursement, compilation of account of govt receipt and payments , submission of accounts to A.G.,Orissa, safe custody and sale of stamps through Vendors and direct counter sale. Maintaining of Reserve Bank Deposits and PL A/c .

2. Mission / Vision.

The treasury of a district keeps the day wise accounts of receipt made under different heads of accounts. Similarly the day wise accounts of payment under different heads of accounts are also maintained at the treasury. At the end of the month total receipt and expenditure of the distinct are sent to the A.G. Orissa for incorporation of accounts for compilation of the state account. It is also the mission of the treasury that, the different kinds of payments of the DDOs and pensioners are made correctly and in time.

3. Brief history and background for its establishment.

Sub-Treasury Deogarh was upgraded as District Treasury w.e.f 01.11.1994.Prior to upgradaion, this was a Sub-Treasury under the District Treasury Sambalpur. District Treasury, Deogarh was also the only non-banking treasury in the state having currency chest. This was converted in to a Banking Treasury w.e.f. 01.4.2002.

4. Organisation Chart.

Finance Department

Directorate of Treasuries and Inspection, Orissa,

District Treasuries(30) Special Treasuries(6)

Sub-Treasuries (125)________

Banking (120) Non-Banking (5)

5. Allocation of Business

Director of Treasuries and Inspection, Orissa is the head of the Department in respect of Treasury Administration of the state.

The responsibility for proper management and working of a treasury rests entirely with the collector of the district. He is personaly responsible to the government for due accounting of all moneys received and disbursed and for sate custody of cash stamp, securities and other government properties.

The treasury officer shall be in immediate executive control of the treasury. He is responsible to the Collector for the working of the treasury.

6. Duties to be performed to achieve the mission.

Different kinds of bills and cheques are received in the treasury for payment. Those are scrutinised by the Senior and Junior Clerks. Those are again verified by the accountant of the treasury before passing of pay order by the treasury officer. The payments are made to the different DDO, under different heads of accounts within the funds allcocated by the government. It is also the responsibility the treasury to make payment of the pensionary dues of the retired govt. employees and the pensioner in time and to keep the day wise receipt and payment accounts correctly.

7. Details of Service rendered

Challans are received at the treasury from the depositors for verification before deposit of money in to the government account. Bills and cheques are received from the different DDO’s, for making payment under different heads of account. Payments of monthly pension and payment to new pensioners are also made at the treasury.

8. Citizen interactions - NIL

9. Postal address of the Office.

District Treasury Office.

At/PO. / Dist - Deogarh

Pin – 768104, Orissa

10. Map of Office Location.

Treasury Office is functioning in a part of the Collectorate Building, Deogarh. It is only ½ km away from the private bus stand and is situated towards east direction. It is about 200 meter away towards North from N.H. 6 .

11. Working hours both for office and public.

The working hours of office are from 10.00 AM to 5.00 PM with launch break from 1.30 p.m. to 2.00 p.m. The working hour for the public is fixed from 3 p.m. to 4 p.m.

12. Public interaction if any – Disposal of bills of different departments and organizations are being passed through public interaction if necessary.

13. Grievance redress mechanism

Any person can obtain the information by contacting the accountant and in his absence from the senior clerk.

Manual - 2

Powers and Duties of Officers and Employees

{ Selection 4(i) (b) (ii) }

Sl. No.	Designation of post	Administra-tive	Financial	Statutory	Others	Duties attached
1	2	3	4	5	6	7
1	District Treasury Officer	Responsible to the Collector for working of the Treasury	Sanction of GPF advance TE advance and annual increment of staffs etc.	Sanction of leave issued salary certificates of statts etc.	--	Passing of different kinds of bills and cheques for payment. Signing of challans for receipt of money to govt. A/c.safe custody of stamps cash etc.
2 3. 4. 5. 6. 7.	Accountant Senior & Junior Clerks. Treasurer Shroff Peons Watch man cum sweeper	-- -- ------- ------ ----- ----	-- -- ----- ------- ------ -----	-- -- ------- ------ ------- -----	-- -- ------ ------ ----- -----	He is responsible for keeping complete records of cash and book transaction of the treasury compilation of accounts and timey submission of reports and returns . He is also to see that rules and orders are observed in respect of all transaction the treasury. His duty is also to verify the bills and cheques put-up to him by the senior and junior clerks and send them to the treasury officer for passing payment order. Scruitiy of different kinds of bills such as pay,pension G.P.F., .E.O.C.,G.I.Aand cheques etc. Also their work includes preparation of different reports and returns and preparation of daily receipt and payment accounts processing of files on different item of works. He is responsible for handling of money at a treasury and receipt and issue of stamps and keeping accounts of stamps, Preparation of bank advice, disbursement of passed pension bills to the pensioners, return of back of drafts to the DDOS after passing of bills by Treasury Officer. Assist. the senior and junior Clarks for searching of records, taking bank advice to the bank (SBI), opening of strong room for issue of stamps, delivery of letters to the post office& different local offices. Taking of files to the table of the treasury officer . Watching of office in the night and keeping of the rooms clean.
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Manual – 3

Procedure followed in decision making process

( Section 4 (i) (b) (iii) )

Sl Activity Level of Time Frame

No. Action

1. Receipt of challans Accountant 10 a.m to 12.30 noon (Mon to Fri)

for verification 10 a.m to 11.30 a.m. (Satur day)

2. Receipt of bills and Counter Clerk Same day 10a.m to 12.00 noon

cheques

3. Distribution of bills to Senior and Junior Same day

the concerned clerks Clerks

4. Scrutiny of bills and Senior and Junior The same day or on the next

cheques Clerks day of receipt of bills

5. Verification of bills Accountant Within 2 days of receipt

by the accountant from the dealing clerks

6. Passing of bills for Treasury Within 3 days from receipt

payment Officer and verification of bills

7. Issue of TV No & Accountant Same day.

Date

8. Issue of stamps Stamp Clerks Every Tues day & Fri day.

9. Receipt of pension

bills from the pensioner Pension clerk Same day.

for payment of pension

Manual - 4

Norms set for the dis-charge of functions

( Section 4 (i) (b) (iv) )

Sl Activity Level of Time Frame

No. Action

1. Diary of letter 3 minutes per letter

2. Despatch of letter 5minutes per letter Regd. Daks including the entry

in the messenger book.

3. Receipt of bills cheques 5 minutes per bills Entry in bill transit register, book of drawal and on the top

of the bill.

4. Passing of bills 8 minutes per bill Average.

5. Entry of bills in the bank 3 minutes per bills

advice register

6. Passing of challans 3 minutes entry in the challan register

including passing.

7. Preparation of payment 5 minutes per voucher entry in register including accounts sorting for transmission

8. Preparation of receipt 5 minutes per challans entry in register including

accounts sorting for transmission.

9. Issue of T.V. Nos to the 10 minutes per voucher

D.D.Os.

10. Report and Return 15 minutes per report & ( Monthly, Qtrly ,1/2 yerly &

return Yearly.)

11. Issue of stamp papers 10 minutes per papers

12. Passing of monthly

pension bills 5 minutes for a bill

13. Entry in the cash book 3 minutes for each entry.

Manual - 5

Rules, Regulations, Instructions, Manuals and

Records for discharging function

( Section 4 ( i ) ( b ) ( v ) )

Sl No	Name of the act rules, regulations	Brief gist of the contents	Reference No if any	Price in case of priced publication
1	General Provident Fund (Orissa) Rules	For passing of GPF bills of the Govt. Employees.	--
2	Orissa Treasury Code Vol-I	For passing of different kinds of bills and cheques.	--	Rs. 28.00
3	Orissa Treasury Code Vol-II	Mainly consists of different form with reference to different rules under OTC. Vol-I	--	Rs. 7.05
4	Orissa Civil Service Pension Rules	Pension rule relating to the payment of pension and gratuity. Different kinds of forms hare been given for processing of pension papers of the govt. employees and forms for application for grant of family pension on the death of a govt servant/pensioner.
5	Orissa Civil Service (commutation) Pension Rules	For payment of commuted valve of pension of the pensioners.
6	Orissa Service Code	For passing of bills relating to fixation of pay, leave salary, and leave encashment etc.
7	Orissa General Financial Rules	For disposal of bills relating to loans advance etc.
8	Orissa Travelling Allowance Rules	For passing of TE claims of the Govt. Servants

Manual – 6

A statement of the categories of document that are held by it for under its control

Section- 4 (i) (b) (vi)

A statement of the categories of documents held

Sl. No.	Nature of Record	Details of information available	Unit/Section where available	Retention period, where available
1	Accountant Cash Book (payment)	Payment Accounts	Account section
2	Book Transfer Register	Adjustment by transfer	- do -
3	Revenue Deposit Register	Revenue Deposit not bearing interest	- do -
4	Security Deposit Register	Security deposit not bearing interest	- do -
5	PW Deposit Register	PW deposit not bearing interest	- do -
6	Civil Deposit Register (other deposits)	Civil deposit of govt. money not bearing interest.	- do -
7	Register of Pension Payment Order. A.G. Service .	Details particulars of pensioners .	Pension section .
8	Register of payment of commuted value of pension	Payment of commuted value of pension to the pensioners .	- do -
9	Payment of Death-cum-Retirement Gratuity Register.	Payment of gratuity to the pensioners .	- do -
10	Register for supply of TV Slips .	Supply of TV Slips to the D.D.O.S.	Account Section .
11	Allotment Register of the D.D.Os.	Allotment received from Govt.
12	Register for refund of deposit	Details of refund of deposits.	Account section
13	Register for transfer of Pension Payment Order to the PublicSectorBanks	Details particular of transfer of PPO to the PSB	Pension section
14	Register of pension payment order AG family	Details particulars of family pensioners	- do -
15	Register of pension payment AEI Service.	Details particulars of AEI service pensioners	- do -
16	Register pension payment order AEI service	Details particulars of AEI family pensioners	- do -
17	Register of pension payment order of defence pension	Details particulars of defence pensioners	- do -
18	Register of pension payment order for central civil pension	Details particulars of Central Civil Pensioners	Account section
19	Register of pension payment order for central family pension	Details particulars of Central Family Pensioners	- do -
20	Register of pension payment order of state political pension	Details particulars of state political pensioners	- do -
21	Register of pension payment order of central freedom fighter pensioner	Details particulars of Central freedom fighter pensioners	- do -
22	Register of pension payment order Bihar Govt. pension	Details particulars of Bihar Govt. pensioners	- do -
23	Gratuity Payment Order Register (AEI)	Payment of gratuity to the pensioners(AEI)	Pension section .
24	Gratuity Payment Order Register for AG family	Payment gratuity to the family pension (AG)	- do -
25	Commuted value of pension Register (AEI)	Payment of commuted value to the pensioners AEI	- do -
26	Payment of final GPF Register (AG)	Details of final GPF payment (AG)	- do -
27	Payment of final TPF Register (CA)	Details of final TPF Payment (CA)	- do -
28	Register of PL Accounts	Details of receipt and payment in PL Accounts	- do -
29	Receipt Cash Book	Receipt accounts	-do-
30	Monthly Cash Transaction Register	Details of cash receipt & payment	- do -
31	Sale of Stamps (Judicial)	Details of sale of stamp	Stamp section
32	Stock register of stamps Judicial	Details stock of stamps	- do -
33	Stamp invoice register	Details of invoice of stamps	-do-
34	Register of refund of stamps	Details of refund of stamps value	- do-
35	Grant in Aid register	Details of GIA payment
36	Establishment Allotment Register	Details allotment received from D.T. & I. (O)	- do -
37	Pay Accquitance – (Gazetteded & Non- Gazetteded)	Disbursement of salary to staffs .	ESH section
38	T . E. Accquitance .	Disbursement TA claims of Staffs	- do -
39	Bill Register .	Details of bill preferred and drawn.	- do -
40	Book of drawal	Presentation of bill in the Treasury	- do
41	Valuable Register	Details of valuable deposit in the strong room	Strong room
42	Register of paid lock	Details of paid lock deposited in the strong room	- do -
43	Register of stamp vender license	Details of license of stamp venders	- do -
44	Sale Register of stamp to private party	Details of sale of stamps to private party	Strong room
45	Contingent Register	Details of contingency ESH section bills	ESTT Section
46	Seal Register of strong room	Details of time of seal of strong room	Strong room
47	Register of cheque Book supplied	Details of supply of cheque book to the DDOs.	- do -
48	Stock Register of Cheque Book	Details stock of cheque book	- do -
49	Establishment Cash Book	Details of cash receipt and payment of District Treasury Esstablishment.	ESF section
50	Register Issue of letter	Details letter issued	Issue section
51	Register of Letter Received	Details of letters received	- do -
52	Register of Regd. Letter received	Details of Regd. Letter received	- do -
53	Register for issue of new book of drawal	Details of book of drawal issued to the DDOs	- do -
54	Register of service postage stamp	Details accounts of service postage stamps	- do -
55	Despatch Register	Details of letter dispatched	- do -
56	Bill Transit Register	Bills received from the DDOs	-do-
57	Advice Register	Advice of passed bills to the bank (SBI,Deogarh)	Advice section
58	Bill Objection Register	Bills return to the DDOs after objection.	- do-
59	Book of drawal return register	Return of book of drawal to the DDOs after passing of bills.	- do -
60	LIC Register	Entry of LIC schedule attached with salary bills	- do -
61	Pension Enfacement Register	Disburse of pension bill to the pensioners	- do -

Manual – 7

Particulars of any arrangement that exist for consultation with or representation by the members

of the public in relation to the formulation of its policy of implementation

Section (4 (i) (b) (vii)

Sl No.	Name and address of the consultative committees/bodies	Constitution of the committed body	Role and responsibility	Frequency of meetings
1	NIL	NIL	NIL	NIL

Manual – 8

A statement of boards, council, committees and other bodies constituted

Section (4 (i) (b) (viii)

List of boards, councils, committees etc.

Sl No.	Name and address of the Body	Main function of the body	Consti-tution of the body	Date of consti-tution	Date up to which valid	Whether minutes accessible to public	Frequency of meeting	Remarks
1	NIL	NIL	NIL	NIL	NIL	NIL	NIL	--

Manual – 9

Directory of Officers and employees

Section 4 (i) (b) (ix)

Sl No.	Name and designation	Office phone No.	E-mail address
1	Shri Krushna Chandra Kishan, OFSH (J.B.) District Treasury Officer	226443	NIL
2	Accountant (Vacant)	--	--
3	Shri Jogeswar Mahakul, Sr. clerk	--	--
4	Shri Debananda Das, Sr. clerk	--	--
5	Shri Bhubaneswar Naik, Sr. clerk	--	--
6	Shri Siva Sankar Dehury, Jr. clerk	--	--
7	Shri Chhailamani Naik, Jr. clerk	--	--
8	Shri Bhagaban Sahu, Shroff	--	--
9	Shri Raghab Patra, Peon	--	--
10	Shri Josodhar Gartia, Peon	--	--
11	Shri Labani Adabar, Watchman cum Sweeper	--	--

Manual 10

The monthly remuneration received by each of the officers and employees

including the system of compensation as provided in the regulation

Section 4 (i) (b) (x)

Sl No.	Name and designation	Pay scale/ monthly	Remuneration (in Rs.)
1	Shri Krushna Chandra Kishan District Treasury officer	8000 - 275 13500	16309
2	Vacant Accountant	5000 to 8000	--
3	Shri Jogeswar Mahakul, Sr. clerk	4000-100 6000	8281
4	Shri Debananda Das, Sr. clerk	- do -	7774
5	Shri Bhubaneswar Naik, Sr. clerk	-do-	6924
6	Shri Chhanlamani Naik, Jr. clerk	3050-85- 4590	6370
7	Shri Siva Sankar Dehury, Jr. clerk	-do-	6295
8	Shri Bhagaban Sahu, Shroft	2650-70 4000	5579
9	Shri Raghab Patra, Peon	2610-60 3540	4969
10	Shri Josodhar Gartia, Peon	-do-	5324
11	Shri Labani Adabar, Watchman cum Sweeper	-do-	5594

Manual -11

The budget allocated to each agency

Section 4 (i) (b) (xi)

Non plan budget

Major Head	Activities to be performed	Sanctioned budget	Budget Estimate	Revised Estimate	Expenditure for the last year
5-2054	Treasury Office Expenditures	Pay-635245 DA-388937 HRA- 31694 RCM- 5200 OA-10500 TE- 14950 Electricity charges – 10470 Telephone- 1545 Other contingent- 11050	585985 397734 29316 20000 4140 28000 12000 4000 27000	594830 380703 29754 20000 4140 28000 12000 5000 28000	616743 377609 30771 8000 10140 23000 13087 2809 17000

Plan - Budget

Name of the plan scheme	Activities to be under taken	Date of commencement	Expected date for completion	Amount sanctioned	Amount disbursed/spent
NIL	NIL	NIL	NIL	NIL	NIL

Manual 12

The Manner of execution of subsidy programme

Section 4 (i) (b) (xii)

Sl no.	Name and address of the institution	Purpose for which subsidy provided	No. of beneficiaries	Amount of subsidy	Previous years utilization progress	Previous years achievement
1	NIL	NIL	NIL	NIL	NIL	NIL

List of individuals given subsidy

Sl no.	Name and address of the institution	Purpose for which subsidy provided	Amount of subsidy	Scheme and criterion for selection	No. of time subsidy given in the past with purpose
1	NIL	NIL	NIL	NIL	NIL

Manual 13

Particulars of recipients of concession permits or authorization granted

Section 4 (i) (b) (xiii)

Sl no.	Name and address of the beneficiary	Nature of concession/permit/authorisation provided	Purpose for which granted	Scheme and criterion for selection	No. of time similar given in the past with purpose
1	NIL	NIL	NIL	NIL	NIL

Manual 14

Information available in electronic form

Section 4 (i) (b) (xiv)

Details of information

Sl. No.	Activities for which electronic data available	Nature of information available	Can it be shared with public	Is it available web site or is being used back end data base
1	NIL	NIL	--	There is no website of treasury

Manual 15

Particulars of facilities available to citizens for obtaining information

Section 4 (i) (b) (xv)

Sl No.	Facility available	Nature of information available	Working hours
1	Information Centre
2	Web Site
3	Liabrary
4	Notice board
5	Treasury Office	Receipt Payment, Allotment of funds, receipt of pension, payment authority, Issue TV no. & date etc.	3.00 p.m. to 4.00 p.m

Manual – 16

Name designation and other particulars of public information officers.

Section 4 (i) (b) (xvi)

Sl No.	Designation of officer designated as PIO	Postal address	Telephone No	E-mail address	Demarcation of a area/activities if more than one PIO is there.
1	Sri Madha Munda, OAS- II OIC, Gen. & Misc.	Office of the Collector At/Po/ Dist- Deogarh	06641-226843	--	District Deogarh

List of Assistant Public Information Officers

Sl No.	Designation of officer designated as Assistant PIO	Postal address	Telephone No	E-mail address
1	District Treasury Officer, Deogarh	At/P.O./Dist- Deogarh	06641-226443 (O)	NIL

First Appellate authority in the department

Sl No.	Designation of officer designated as first appellate authority	Postal address	Telephone No	E-mail address	Demarcation of a area/activities it more than one PIO is there
1	NIL

Manual – 17

Other information as may be prescribed

Section 4 (i) (b) (xvii)

Other information as may be prescribed for dissemination shall be collected tabulated compiled collected and provided in the form of manual from time to time.

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