Transcript Slide 1

Presentation on Maintenance
of Books of Accounts and
Closing of Annual Accounts of
SSA by Chief Consultant, TSG
and Finance Controller, SSA,
West Bengal
Maintenance of Accounts
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State Implementation Society is required to maintain the
following books of accounts and registers
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(a) Cash Book (b) Ledger (c) Journal (d) Register for Journal
/ Magazines / News Papers (e) Register of Advances (f)
Register of Bank draft received (g) Cheque issue register (h)
Register of remittances made into the Bank (i) Bank Pass
Book / Bank statement (j) Register of bank drafts dispatched
(k) Bill Register (l) Establishment Register (m) Stock Register
– Capital Goods, Non-consumable articles, Consumable
articles (n) Register of works (o) Register of grants of
advances to mobilizing agencies / NGOs / Voluntary
Agencies (p) Fixed Assets Register (q) Register of
Investments (r) Classification accounts of the Project (s)
Monthly accounts of Receipts and Payments (t) Temporary
Advance Register – staff, contractors / suppliers / VEC (u)
Despatch Register (v) File Register.
Maintenance of Accounts contd.../-
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SIS may maintain any other books of accounts, if
considered desirable.
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Society should prepare every month a district wise
abstract to indicate the monthly expenditure.
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A quarterly consolidated account indicating the receipts
and payments should be prepared.
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Opening balance and closing balance should be indicated
correctly every quarter.
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Wherever the funds are received and utilised including the
VECs / SMCs are required to maintain the accounts.
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Consolidated records of reciepts and expenditure need to
be maintained at the district and State Project Office.
Maintenance of Accounts contd.../-
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Society is required to maintain a register of assets and a
stock register separately for capital goods, consumable
and non-consumable articles acquired out of SSA funds.
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Society shall also arrange the physical verification of the
assets at least once a year.
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The asset register and stocks register need to be
maintained at the level of school, CRC, BRC, DPO and
SPO.
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An abstract of register of assets need to be appended to
annual statement of accounts.
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The register of abstract shall contain progressive figures
of stores and their values.
Annual Accounts of SSA
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Society need to prepare annual accounts of the receipts
and payments and a statement of liabilities.
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The SPO shall prepare the annual accounts of the society
immediately after the close of the financial year.
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The annual accounts need to be got approved by the
Executive Committee of the Society.
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The annual accounts of the society are mandatorily to be
got audited by a Chartered Accountant firm.
No of Units under Different levels of Paschim Banga Sarva Shiksha
Mission Covered & Included in the Compilation of Annual Accounts
No of Units
No. of CLRC
Units
No. of VEC
Units
No. of WEC
Units
Total
State Project Office
1
-
-
-
1
Bankura
1
45
1896
57
1999
Bardhaman
1
59
3172
289
3521
Birbhum
1
32
1610
100
1743
Cooch Behar
1
26
1346
80
1453
Dakshin Dinajpur
1
18
782
41
842
DGHC, Darjeeling
1
14
1323
84
1422
Hooghly
1
47
2364
292
2704
Howrah
1
34
1797
108
1940
Jalpaiguri
1
27
1691
90
1809
Kolkata
1
10
-
141
152
Malda
1
31
1468
42
1542
Murshidabad
1
41
3056
128
3226
Nadia
1
37
2142
186
2366
North 24 Parganas
1
57
2603
680
3341
Paschim Medinipur
1
69
3230
131
3431
Purba Medinipur
1
46
2531
93
2671
Purulia
1
45
1627
47
1720
Siliguri Mahakuma
1
7
336
33
377
South 24Parganas
1
51
3590
152
3794
Uttar Dinajpur
1
17
948
74
1040
SPO/DPO
Maintenance of Books of Accounts and
Preparation of Final Accounts in West
Bengal
• As prescribed in FM&P manual Double entry
system of accounting is followed in west Bengal
up to CLRC level and it is under single entry in
VEC/WEC. Cash book and vouchers are the
only basis in preparation of accounts statement
in VEC/WEC.
• Separate cash book under double column is
maintained up to the level of CLRC.
• No such separate cash book is maintained in
VEC/WEC and expenditure statements are
prepared on the basis of common cash book
supported by the bank pass book for banks
transactions and vouchers.
Mainly following books of accounts are
maintained in SPO and DPO
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Separate cash book for each scheme viz. SSA, NPEGL, KGBV
under double column cash book is maintained.
Bill/Vr register for recording of each bill processed for payment
with a sl.no. duly signed by Accountant, FAO,CF and SPD after
each processing.
Bill/Cr. Vr. register for recording each receipt with sl.no. duly
signed by Accountant, FAO,CF and SPD after each processing.
Cheque issue register for recording issue of cheques against
each payment vr.
Stock Register.
Fixed Asset Register.
Register of advances.
Bank Pass Books/Bank Statements.
File Register.
Despatch Register.
Pay in slips for depositing cheques/cash
Bank reconciliation statements.
Ledger
Journal
Mainly following books of accounts are
maintained in CLRC
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Separate cash book for each scheme viz. SSA,
NPEGL, KGBV under double column cash book is
maintained.
Cheque issue register for recording issue of
cheques against each payment vr.
Register of advances.
Bank Pass Books/Bank Statements.
Bank reconciliation statements.
Ledger
Mainly following books of accounts are
maintained in VEC/WEC
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Only statements of accounts are maintained.
Vrs. are prepared and preserved.
Common Bank pass book is maintained.
Statement of civil works cost is prepared.
UC s prepared.
In SPO and DPOs generally annual accounts is prepared
through Tally Accounting system. In other offices it is prepared
manually. Journal entries at year end are passed for provisions
and adjustments. Manual accounting is at present maintained
also side by side. Separate accounts for districts and SPO are
prepared, remittances are reconciled, BRS is prepared up to
the level of CLRC and then compiled accounts at SPO is
prepared. Income & Expenditure Accounts, Balance Sheets of
each District and SPO and the Consolidated Income &
Expenditure Accounts and Consolidated Balance Sheet are
prepared under Standard Accounting Principle.
Status of Annual Accounts in West
Bengal for the year 2009-10
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All the district accounts have been completed
prior to 30th June, 2010.
In SPO the accounts have been completed in
2nd week of July, 2010. The delay is mainly
due to shortage of staff at SPO Finance.
The consolidation of accounts at SPO will be
done after completion of Statutory Audit at
DPOs and SPO.
Status of Statutory Audit in West Bengal,
for the year 2009-10
• Approval of EC to engage Statutory Auditor for 2009-10
from the panel of C.A Firms sent by MHRD was obtained in
Nov.2009.
• Empanelled C.A firms were requested to submit their profile
along with separate financial bids on the basis of details
sent to them for coverage of statutory audit in March, 2010.
• A meeting with the bidders were arranged before opening of
the financial bid to clarify any ambiguity and offered scope
to modify their financial bid on such clarification in place of
the initial offered rates in 1st week of April, 2010.
• Selection of firms completed on 30th April,2010 and five C.A
firms were selected for the twenty educational districts
along with a lead auditor and the C.A. firms were informed
in 1st week of May,2010 with direction to start audit by May
end.
• Practically statutory audit started in 2nd week of June
after a review meeting in 1st week of June with district
FAOs when statutory Auditors also participated for face
to face interaction about the fixing up the schedule for
starting of audit in different districts. In the same meeting
the lead auditor interacts with the other auditors for their
co-ordination and co-operation and for fixing up the
consolidation schedule.
• A formal meeting was also held with the auditors on 24th
July i.e. before the MHRd’s video conference on 26th
July for updating the latest position of statutory audits
going on throughout the districts. The progress was quite
satisfactory except the Darjeeling District, where due to
political disturbance progress is not upto the mark.
• This time coverage of statutory audit of more than one
third of VECs/WECs and CLRCs could be achieved.
• It is expected that the statutory audit will be completed
within 15th of August,2010 and report of auditors will be
submitted by 31st August i.e. one month in advance than
the prescribed calendar.
Some of the proformas of Books of Accounts
used in West Bengal and Income &
Expenditure proforma and Balance Sheet are
reproduced below
Format of Cashbook
CASH BOOK
Dr.
Receipt
Payment
Cr.
Date Particulars L.F Vr. No. Cash Bank Date Particulars L.F Vr. No. Cash Bank
Signature of SPD
Signature of CF
Signature of
Cashier
Purpose
Voucher No. &
Date
Amounts (Rs.)
Issued to
Date
Cheque No.
Sl. No.
Format of Cheque Issue Register
Format of Ledger Book
LEDGER ACCOUNT
Dr.
Date Particulars Folio No. Amount Date Particulars
Cr.
Folio No. Amount
of
State Project
Director
Controller
Finance
FAO
Accountant
Amount
Particulars
Voucher
of
Voucher No and
Date
Format of Voucher Register
VOUCHER REGISTER
Signature of Authorized Persons
Consolidated Balance Sheet as on ………
Annex-XXI
(See Para No 108.1)
Name of the SIS __________________
LIABILITIES
Schedule
Amount
Current
year
(Figure in Rs.)
Amount
Previous
Year
ASSETS
Capital Fund
Fixed Assets
Opening Balance
Geants received from Govt.
of India
(a)SSA
(b)NPEGEL & KGBV
Grants received from State
Govt.
(a)SSA
(b)NPEGEL & KGBV
Civil Works :
I)Opening Bal
II)Add transferred during the year
Total
Computer
Furniture
Vehicle
Equipment
Total
Current Assets
Advances outstanding :
(a) Civil Works
i) Op. bal
ii) Advances during the year
Total
Less Transferred to Civil works
Net Balance
(b) Others
Less Excess of Expenditure
over income transferred to
Capital Fund
Net Capital Fund
Balances at districts:
(a)Cash at Bank
(b)Cash in Hand
(c)Balances at School
Advances repayable
Closing Balance at SPO
(a)Cash in Hand
(b)Cash at Bank
Schedule
Amount
Current
year
Amount
Previous
Year
Current Liabilities
Chartered Accountant Firm
Total
State Project Director (SSA)
Total
Annex-XXII
See Para No. 108.1
(Figure in Rs.)
Consolidated Income and Expenditure Account for the year ended ……..
Name of the SIS __________________
EXPENDITURE
Expenditure at District and
sub-district level
Teacher Salary
Free Text Book
Innovative Activities
IED
School Maintenance Grant
Management Cost
Learning Enhancement
Programme
Research & Evaluation
School Grant
TLE
Teacher Training
Community Training
Others
Schedul
e
Amount
Current
year
Amount
Previous
Year
INCOME
Schedul
e
Amount
Current
year
Amount
Previous
Year
Interest
(a)SSA
(b)NPEGEL
(c)KGBV
Other Income
Excess of Expenditure
over income transferred
to Capital Fund
State Level
SIEMAT
Management Cost
Research and Evaluation
Supervision and Monitoring
Others
TOTAL
Chartered Accountant Firm
TOTAL
State Project Director (SSA)
Key Gaps/Difficulties in maintenance of Prescribed Books &
Accounts as well as steps to bring improvements in this
activity
Key Gaps/ Difficulties
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Sufficient number of accounts personnel are not available at each level
All the prescribed books of accounts could not be maintained at each level due to
insufficient accounts personnel
There is no accounts personnel at CLRC
Most of the VEC/WEC personnel are from non finance background
All the personnel involved in the implementation of SSA program are not trained in the
area of accounts and finance
Accounts in the PBSSM at all level has not been computerized
Steps to bring Improvements
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Rationalization of man-power requirement should be done on the basis of present
volume of approved outlay
Maintenance of unnecessary books of accounts or less important books of accounts
should be avoided
All the CLRCs should have an accountant to improve the quality of accounts.
All the persons involved in the finance & accounts should be provided proper training
A customized accounting package supported by MIS system should be developed & all
the levels should be brought under that fold.
Remarks : The proformas prescribed in FM&P Manual for consolidated
Balance
Sheet and The Income & Expenditure Account are seems to
be not as per standard accounting principal and in West Bengal these
profrmas are not used for preparation of Annual Accounts and it is
prepared in the proformas shown earlier.
THANKS