Transcript Duties of DDO and Financial Rules Chitra Gupta OSD to DDE, (Distt. Central and ND)
Slide 1
Duties of DDO and
Financial Rules
Chitra Gupta
OSD to DDE, (Distt. Central and ND)
Slide 2
Duties of DDO-1
• Co-ordination & overall supervision of
ministerial staff
• Timely submission and encashment of pay
bills
• Timely disposal of various claims of staff
• Attestation & completion of service books
Slide 3
Duties of DDO-2
• Issue of I-Cards, DTC passes, Railway
concession forms and all other non-academic
certificates
• Filling up of ACRs of ministerial staff
• Collection of dues from students
• Timely payment of welfare scheme benefits -Uniforms, Text Books, Stationery, Merit
scholarships.
Slide 4
Duties of DDO-3
• Maintenance of Accounts/ Record of all funds.
• Reconciliation of School fees/ funds with PAO
under control of HOS.
• Timely periodical increment.
• Maintaining systematically & properly the
service books, leave accounts, registers, files,
guard files etc.
Slide 5
Duties of DDO-4
• Timely submission of budget
papers, periodical statement
returns & statistical returns.
• Examining Medical, LTC, & other
misc. claims of staff.
Slide 6
Duties of DDO-5
Purchases controlled by DDO
• Library books
• Cultural activities material
• NCC/ Scouting/ girls guide training
material etc.
• Stationery relating to internal exams
• Any other item out of pupils’ fund
Slide 7
Duties of DDO-6
• Preparation of pension papers &
submitting them in time and payment on
the day of retirement.
• In absence of other ministerial staff all
work related to them, i.e. examining &
putting up suitable notes & drafts,
submitting them after proper referencing
& paging.
Slide 8
Duties of DDO-7
• Pay bills & other bills
Timely & correct preparation
of submissions in PAO & removal
of objections.
• All the cheques
Timely encashment
Slide 9
Duties of DDO-8
•
•
•
•
•
•
Maintenance of various Records
Govt. Cash Books
PWF Cash Book
Girls’ Guide Fund Cash Book
Scholarship/ Stipend
Collection & Deposit of tuition funds/ fees.
Collection & deposit of Board Exam fee.
Slide 10
Duties of DDO-9
• Timely preparation & submission of arrear
statement
• Income & expenditure statement
• Reconciliation every month ( 1st week )
• Any other financial statement
• Handle correspondence & furnish information
required by higher authorities.
• Pay fixation order
• LPC to the transferred staff in time (within 7 days)
• Maintain personal file & ACR folders.
Slide 11
Duties of DDO-10
• GPF pass books - complete in time.
• GPF Register class IV (now III) properly
maintained.
• Uniform register & payment to class
IV(III)
• Issue Pay Slips.
• maintain Govt. accommodation pass
book
Slide 12
Duties of DDO-11
• Deduction of TDS (Tax Deducted at source)/
Service Tax/ Edu. Cess, wherever applicable.
• Issue Form 16 (TDS) in time.
• Audit Para, if any, must be disposed off.
• Timely payment of bills for
– Security
– Sanitation
– Mid-day meal
– Sanitary napkins
Slide 13
PAY FIXATION BILLS
• Pay fixation order from competent
authority.
–MACP, ACP, Promotion, Appointment
etc.
•
•
•
•
Arrear bill (Computerised)
Undertaking from the employees
Joining - in case of appointment/ promotion
Certificate from HOS that no claim has been
made earlier.
Slide 14
TAXES
• TDS -- All employees (if applicable).
• Calculate in March every year.
• Tax paid pervious financial year÷12 .Must be deducted
from April
• Review again in Nov.
• Deduct service tax on every bill for service taken
(sanitation, security etc.)
• Education Cess with all taxes
• Take no bill without TIN No.
• Submit all taxes to the concerned authority
• Issue form 16 to all employees
Slide 15
Income Tax Calculator website
http://www.incometaxindia.gov.in/Pages/tools/income-tax-calculator.aspx
Slide 16
G.P.F.
• Enter all deductions clearly
• Issue GPF statement (received
from GPF cell)
• Complete after every financial
year
Slide 17
LTC / HTC BIILS-1
•
•
•
•
•
•
•
•
Home Town as entered in service book
Block Years LTC 2014-2017; HTC 2014-15, 2016-17
Last LTC/ HTC taken
Application for LTC before commencement of
journey
See entitlement of the employee
90% Advance, 10% after the tour.
Take copy of outward journey ticket with in 10 days
of issue of advance
10 days encashment of earned leave with LTC
Slide 18
LTC / HTC BIILS - 2
• Tickets (Original)
• Copy of details of family (S/B)
• Air tickets booked only
– on-line
– Ashoka Travels & Tours/ Balmer Lawry & Co. / IRCTC/
DTDTC.
• Journey only by ITDC/ STDC busses or taxies where rail/
air transport not possible
• Lowest fare (Air India)/ Shortest tour.
• Journey to start on/before the last day of the block year.
Slide 19
Pension & Retirement Benefits
• Basic pension family pension & commuted
value calculation
• Gratuity calculation
http://www.pensionersportal.gov.in/
Slide 20
Slide 21
Slide 22
Slide 23
Slide 24
Slide 25
Slide 26
Pension & Retirement Benefits
A - FORMS IN TRIPLICATE
• Form no.3
• Specimen signature
• Identification mark
• Bank Option
• Joint Photograph
Slide 27
Pension & Retirement Benefits
B. FORM IN DUPLICATE
•
•
•
•
•
•
•
•
•
•
Form no. 1,5,7, & ‘A’
Retirement Order
LPC
Income tax calculation sheet & certificate of no dues
(tax)
Service verification chart
Vigilance Clearance (from all levels)
No dues certificate
No Dues certificate from directorate of
estate/PWD/HBA
Service book duly completed
Details of deputation / MCD job
Slide 28
Pension & Retirement Benefits
B. FORM IN DUPLICATE
•
•
•
•
•
•
•
•
Leave account
Service verification in red ink (S/B)
Entry regarding retirement
Certificate E.O.L.; Dies Non
Entry MCD Case: CPF During MCD Stay
Entry antecedents/ medical (not mandatory)
Form 1A (for Commutation)
Form CSR 911- Refund of excess payment
Slide 29
Pension & Retirement Benefits
C. Family pension papers/ documents
(when employee is no more)
• All forms – 11 to 19
• Death certificate in original
• Proof of age – minor
• Affidavit – Legal guardian
Slide 30
IMPORTANT
• Complete all columns / forms
• Countersigned by H.O.S.
• Commutation application- countersigned by
HOS with date
• All enclosures – numbered
• Dixit manual – Page 297 volume I
• Leave encashment only- 300 days
• If 280 EL add 20 HPL
• Payment 290 Days
Slide 31
STAGES OF ACTION - 1
S. Type of Action
1
2
3
4
When to take
up
Prepare form 7 and scrutinise service 2 years before
book
Ask Directorate of Estate/ Secretary 1 years before
PWD for No Demand Certificate
Dispatch from 5 to retiree for
8 months before
completion & for adding necessary
documents
Verify entire service, complete service 6 months before
book leave A/c form VII, VIII etc.
Slide 32
STAGES OF ACTION - 2
S. Type of Action
5
6
7
8
9
Send Service Book, Pension Case,
Documents etc
Stop GPF / CPF Contribution
Govt. dues if any – info to PAO for
recovery from gratuity
Retirement order
Take vigilance clearance from higher
authorites
When to take
up
6 months
before
3 months
before
2 months
before
3 months
3 months
Slide 33
PENALITY
12% / year compounded
annually
Slide 34
New pension scheme - 1
1. w.e.f. 1.1.2004
2. two tiers
a) Tier-1
– 10% contribution of (basic + DA) by employee
– matching contribution by govt.
– non withdrawal
b) Tier- 2
– separate account
– withdrawal
– no matching contribution by govt.
Slide 35
New pension scheme - 2
1.
2.
3.
4.
5.
How to open pension account?
Annexure I—particulars of employee
(1.1.2004)
Annexure II----monthly consolidated info to
PAO before 7th of every month
PAO issues 16 digit PPAN (permanent pension
account number)
Open a separate pay bill register.
Enter PPAN. Prepare separate pay bills
Slide 36
New pension scheme - 3
6.
7.
Contribution from second month
Separate schedule (contribution) in
duplicate in annexure III
8. Separate schedule (contribution) in
duplicate by govt. In annexure iv
9. Pay bill+ annexure III to PAO before 20th
10. Annexure IV + bill for drawing of GOVT
contribution.
Slide 37
Transport allowance
Rs. 3200 + % of DA admissible
Rs.1600 + % of DA admissible
i.e. 3200 + 90 % DA = 3200 + 2880 = 6080
(3200 x 90 ÷ 100 = 2800 + 3200 = 6080)
Amount changes after every change in DA
Slide 38
House Rent Allowance (HRA)
30 % of basic
i.e. Basic x 30 ÷ 100 = HRA
House rent deduction
Check-1. Address
2.Rent deed
3.If rent180000 p.a.-Pan card of owner/
electricity bill /
water bill / property tax receipt
4.Spouse not owner
5. Amount – April, Nov., Feb
Slide 39
SERVICE BOOK-1
•
•
•
•
•
•
•
•
•
•
•
•
Details of the employee
Photograph
Character and antecedent
Medical
Date of joining and post
Pay fixation
Details of family
Home town declaration
G.P.F / C.P.F. nomination
Death cum retirement gratuity
Nomination for family pension
Group insurance scheme
Slide 40
SERVICE BOOK-2
to be updated every year
•
•
•
•
•
•
•
•
Leave account
Increment
Service verification
E.O.L. if any
LTC /HTC taken (block year)
Arrear if any (DA, promotion, etc)
CCL account on prescribed proforma
Maintain in duplicate
– original in office, duplicate to employee
• Update regularly in January
Slide 41
INCREMENT
•
•
•
•
BASIC + GP = ---- X 3 = % ROUND OFF
i.e. = 16190 X 4800 = 20990 X 3 = 629.7 = 630
16190 + 630 = 16820
16820 + 4800---------
Slide 42
RE-EMPLOYED STAFF
• TA + DA = as regular staff
• HRA on the basis of last pay (basic) + GP
• Increment only after completion of 6 months
of service as re-employed
• H.P.L. as regular
• Casual leave as regular
• Leave encashment also
Slide 43
Medical Facility
•
•
•
•
•
•
Check bills as per DGHS rules / terms
Check bills with rate list of DGHS
Check Hospitals – Approved list of DGHS
Keep record of Medical cards issued
Issue new card to Retired person
Mention clearly- Basic + GP, family members,
Dt. Of birth
Slide 44
MEDICAL RE-IMBURSEMENT CLAIM-1
•
•
•
•
•
•
•
•
•
•
Proof of membership of DGHS
Copy of membership of OPD card
Copy of prior permission of Competent Authority
Prescribed application form as per appendix XII of
Medical Attendance (MA) rule
Certificate from the employer of working spouse
Justification for obtaining treatment from pvt. Hospital
Essentialities certificates, separate for each period
The disease is chronic vide s.no.
Discharge summery, separate for each period
Emergency certificate
Slide 45
MEDICAL RE-IMBURSEMENT CLAIM-2
• All vouchers in original
• Calculation sheet showing the restriction as per
rule
• Justification for time barred claim
• Prescription slip
• Period of treatment
• All papers should be signed by DDO / HOS
• Submit claim with in the stipulated time
• Certificate that amount restricted above have
been checked and found in order as per rule
Slide 46
Medical reimbursement
in emergency cases -1
May kindly see the medical re- imbursement case in respect of ------------------received
from-------------for the period--------to-----------along with DGHS checklist. All the
relevant papers and bills are attached with the case placed in the file, amounting for-----------------------.
The details of case is given below :-1. Name of the applicant and designation
2. Basic pay + grade pay
3. Name of the patient
4. Resident of
5. DGHS or others
6. Treatment type
7. Name of hospital and address
8. Emergency
9. Referred by Authorized Medical Attendant (AMA)
10. Medical facility card
11. Diagnosis
Slide 47
Medical reimbursement
in emergency cases - 2
Documents to be attached
– Essential certificate ‘a’ /’b’
– Justification given by applicant
– Discharge / death certificate
– Bill detail
– Amount restricted as per DGHS norms
– All bills / vouchers in original
– The claim submitted in stipulated time
Slide 48
Medical Reimbursement
in Emergency Cases
The treatment taken from ------------in emergency. The hospital authorities has
certified that the patient was admitted in emergency in the hospital ( page……..)
Amount restricted as per DGHS norms by the -----------------authority.
Keeping in view above, if agreed , we may send the file to worthy RDE _____ to
accord the approval under appendix –viii of CS medical rules for re- imbursement of
medical expenses of ----------------- Rs----------------- in r/o ----------------------Submitted please
AO
DDE
RDE
Slide 49
NON – REFUNDABLE / WITHDRAWAL / ADVANCE /
LOAN OUT OF G.P. F. ACCOUNT
•
•
•
•
•
•
•
•
Name of the employee
Designation
Date of birth
Date of joining
Provident fund no.
Closing balance as per passbook
Amount required
Purpose of withdrawal
Slide 50
LTC / HTC
• All documents signed by Principal and DDO
• LTC / HTC claim form – GAR-14 ( in duplicate ) , duly filled,
signed by claimant and c / s by HOS
• LTC / HTC sanction order , block year, destination, family
members for whom claiming
• Service book –leave account duly debited ( EL/ HPL )
• Journey tickets (original + photocopy ) signed by official
• Shortest route certificate from the railway / car/ bus
• Prior permission of leaving station / availing LTC/HTC
• Joining report after availing LTC/HTC
• Details of family as in service book signed and c/s
• Certificate from spouse’s office for non-availing LTC/HTC
Slide 51
Tenders
•
•
•
•
•
•
•
•
•
Call tenders – atleast 10
Prefer Govt./ Co-operatives/ DGSND
Specify the article clearly
Receive – By hand / Ordinary post
Prepare Comparative statement
Purchase committee
Place order
Receive goods
Submit bills
Slide 52
Various Govt Forms
http://finance.delhigovt.nic.in/emp_forms.htm
Slide 53
TIPS
•
•
•
•
•
•
•
•
•
•
•
Have a good repo with PAO
Contact personally to clear objections
No bribe or Audit para.
Maintain Income & Expenditure Register-helps in Reconciliation,
Budget
Complete Cash book every month
No vat on Labor
Keep a record of MACP due
Sanction cancellation- apply on-line, send printout to EO, check
account
Maintain Diary- Bill no., Amount, Bill Dt., cheque/ECS/DDO acctt.
Deposit all Interest earned in Major Head 0202
Un necessary objections by PAO– Report Controller of Account
Slide 54
Thank you
Duties of DDO and
Financial Rules
Chitra Gupta
OSD to DDE, (Distt. Central and ND)
Slide 2
Duties of DDO-1
• Co-ordination & overall supervision of
ministerial staff
• Timely submission and encashment of pay
bills
• Timely disposal of various claims of staff
• Attestation & completion of service books
Slide 3
Duties of DDO-2
• Issue of I-Cards, DTC passes, Railway
concession forms and all other non-academic
certificates
• Filling up of ACRs of ministerial staff
• Collection of dues from students
• Timely payment of welfare scheme benefits -Uniforms, Text Books, Stationery, Merit
scholarships.
Slide 4
Duties of DDO-3
• Maintenance of Accounts/ Record of all funds.
• Reconciliation of School fees/ funds with PAO
under control of HOS.
• Timely periodical increment.
• Maintaining systematically & properly the
service books, leave accounts, registers, files,
guard files etc.
Slide 5
Duties of DDO-4
• Timely submission of budget
papers, periodical statement
returns & statistical returns.
• Examining Medical, LTC, & other
misc. claims of staff.
Slide 6
Duties of DDO-5
Purchases controlled by DDO
• Library books
• Cultural activities material
• NCC/ Scouting/ girls guide training
material etc.
• Stationery relating to internal exams
• Any other item out of pupils’ fund
Slide 7
Duties of DDO-6
• Preparation of pension papers &
submitting them in time and payment on
the day of retirement.
• In absence of other ministerial staff all
work related to them, i.e. examining &
putting up suitable notes & drafts,
submitting them after proper referencing
& paging.
Slide 8
Duties of DDO-7
• Pay bills & other bills
Timely & correct preparation
of submissions in PAO & removal
of objections.
• All the cheques
Timely encashment
Slide 9
Duties of DDO-8
•
•
•
•
•
•
Maintenance of various Records
Govt. Cash Books
PWF Cash Book
Girls’ Guide Fund Cash Book
Scholarship/ Stipend
Collection & Deposit of tuition funds/ fees.
Collection & deposit of Board Exam fee.
Slide 10
Duties of DDO-9
• Timely preparation & submission of arrear
statement
• Income & expenditure statement
• Reconciliation every month ( 1st week )
• Any other financial statement
• Handle correspondence & furnish information
required by higher authorities.
• Pay fixation order
• LPC to the transferred staff in time (within 7 days)
• Maintain personal file & ACR folders.
Slide 11
Duties of DDO-10
• GPF pass books - complete in time.
• GPF Register class IV (now III) properly
maintained.
• Uniform register & payment to class
IV(III)
• Issue Pay Slips.
• maintain Govt. accommodation pass
book
Slide 12
Duties of DDO-11
• Deduction of TDS (Tax Deducted at source)/
Service Tax/ Edu. Cess, wherever applicable.
• Issue Form 16 (TDS) in time.
• Audit Para, if any, must be disposed off.
• Timely payment of bills for
– Security
– Sanitation
– Mid-day meal
– Sanitary napkins
Slide 13
PAY FIXATION BILLS
• Pay fixation order from competent
authority.
–MACP, ACP, Promotion, Appointment
etc.
•
•
•
•
Arrear bill (Computerised)
Undertaking from the employees
Joining - in case of appointment/ promotion
Certificate from HOS that no claim has been
made earlier.
Slide 14
TAXES
• TDS -- All employees (if applicable).
• Calculate in March every year.
• Tax paid pervious financial year÷12 .Must be deducted
from April
• Review again in Nov.
• Deduct service tax on every bill for service taken
(sanitation, security etc.)
• Education Cess with all taxes
• Take no bill without TIN No.
• Submit all taxes to the concerned authority
• Issue form 16 to all employees
Slide 15
Income Tax Calculator website
http://www.incometaxindia.gov.in/Pages/tools/income-tax-calculator.aspx
Slide 16
G.P.F.
• Enter all deductions clearly
• Issue GPF statement (received
from GPF cell)
• Complete after every financial
year
Slide 17
LTC / HTC BIILS-1
•
•
•
•
•
•
•
•
Home Town as entered in service book
Block Years LTC 2014-2017; HTC 2014-15, 2016-17
Last LTC/ HTC taken
Application for LTC before commencement of
journey
See entitlement of the employee
90% Advance, 10% after the tour.
Take copy of outward journey ticket with in 10 days
of issue of advance
10 days encashment of earned leave with LTC
Slide 18
LTC / HTC BIILS - 2
• Tickets (Original)
• Copy of details of family (S/B)
• Air tickets booked only
– on-line
– Ashoka Travels & Tours/ Balmer Lawry & Co. / IRCTC/
DTDTC.
• Journey only by ITDC/ STDC busses or taxies where rail/
air transport not possible
• Lowest fare (Air India)/ Shortest tour.
• Journey to start on/before the last day of the block year.
Slide 19
Pension & Retirement Benefits
• Basic pension family pension & commuted
value calculation
• Gratuity calculation
http://www.pensionersportal.gov.in/
Slide 20
Slide 21
Slide 22
Slide 23
Slide 24
Slide 25
Slide 26
Pension & Retirement Benefits
A - FORMS IN TRIPLICATE
• Form no.3
• Specimen signature
• Identification mark
• Bank Option
• Joint Photograph
Slide 27
Pension & Retirement Benefits
B. FORM IN DUPLICATE
•
•
•
•
•
•
•
•
•
•
Form no. 1,5,7, & ‘A’
Retirement Order
LPC
Income tax calculation sheet & certificate of no dues
(tax)
Service verification chart
Vigilance Clearance (from all levels)
No dues certificate
No Dues certificate from directorate of
estate/PWD/HBA
Service book duly completed
Details of deputation / MCD job
Slide 28
Pension & Retirement Benefits
B. FORM IN DUPLICATE
•
•
•
•
•
•
•
•
Leave account
Service verification in red ink (S/B)
Entry regarding retirement
Certificate E.O.L.; Dies Non
Entry MCD Case: CPF During MCD Stay
Entry antecedents/ medical (not mandatory)
Form 1A (for Commutation)
Form CSR 911- Refund of excess payment
Slide 29
Pension & Retirement Benefits
C. Family pension papers/ documents
(when employee is no more)
• All forms – 11 to 19
• Death certificate in original
• Proof of age – minor
• Affidavit – Legal guardian
Slide 30
IMPORTANT
• Complete all columns / forms
• Countersigned by H.O.S.
• Commutation application- countersigned by
HOS with date
• All enclosures – numbered
• Dixit manual – Page 297 volume I
• Leave encashment only- 300 days
• If 280 EL add 20 HPL
• Payment 290 Days
Slide 31
STAGES OF ACTION - 1
S. Type of Action
1
2
3
4
When to take
up
Prepare form 7 and scrutinise service 2 years before
book
Ask Directorate of Estate/ Secretary 1 years before
PWD for No Demand Certificate
Dispatch from 5 to retiree for
8 months before
completion & for adding necessary
documents
Verify entire service, complete service 6 months before
book leave A/c form VII, VIII etc.
Slide 32
STAGES OF ACTION - 2
S. Type of Action
5
6
7
8
9
Send Service Book, Pension Case,
Documents etc
Stop GPF / CPF Contribution
Govt. dues if any – info to PAO for
recovery from gratuity
Retirement order
Take vigilance clearance from higher
authorites
When to take
up
6 months
before
3 months
before
2 months
before
3 months
3 months
Slide 33
PENALITY
12% / year compounded
annually
Slide 34
New pension scheme - 1
1. w.e.f. 1.1.2004
2. two tiers
a) Tier-1
– 10% contribution of (basic + DA) by employee
– matching contribution by govt.
– non withdrawal
b) Tier- 2
– separate account
– withdrawal
– no matching contribution by govt.
Slide 35
New pension scheme - 2
1.
2.
3.
4.
5.
How to open pension account?
Annexure I—particulars of employee
(1.1.2004)
Annexure II----monthly consolidated info to
PAO before 7th of every month
PAO issues 16 digit PPAN (permanent pension
account number)
Open a separate pay bill register.
Enter PPAN. Prepare separate pay bills
Slide 36
New pension scheme - 3
6.
7.
Contribution from second month
Separate schedule (contribution) in
duplicate in annexure III
8. Separate schedule (contribution) in
duplicate by govt. In annexure iv
9. Pay bill+ annexure III to PAO before 20th
10. Annexure IV + bill for drawing of GOVT
contribution.
Slide 37
Transport allowance
Rs. 3200 + % of DA admissible
Rs.1600 + % of DA admissible
i.e. 3200 + 90 % DA = 3200 + 2880 = 6080
(3200 x 90 ÷ 100 = 2800 + 3200 = 6080)
Amount changes after every change in DA
Slide 38
House Rent Allowance (HRA)
30 % of basic
i.e. Basic x 30 ÷ 100 = HRA
House rent deduction
Check-1. Address
2.Rent deed
3.If rent180000 p.a.-Pan card of owner/
electricity bill /
water bill / property tax receipt
4.Spouse not owner
5. Amount – April, Nov., Feb
Slide 39
SERVICE BOOK-1
•
•
•
•
•
•
•
•
•
•
•
•
Details of the employee
Photograph
Character and antecedent
Medical
Date of joining and post
Pay fixation
Details of family
Home town declaration
G.P.F / C.P.F. nomination
Death cum retirement gratuity
Nomination for family pension
Group insurance scheme
Slide 40
SERVICE BOOK-2
to be updated every year
•
•
•
•
•
•
•
•
Leave account
Increment
Service verification
E.O.L. if any
LTC /HTC taken (block year)
Arrear if any (DA, promotion, etc)
CCL account on prescribed proforma
Maintain in duplicate
– original in office, duplicate to employee
• Update regularly in January
Slide 41
INCREMENT
•
•
•
•
BASIC + GP = ---- X 3 = % ROUND OFF
i.e. = 16190 X 4800 = 20990 X 3 = 629.7 = 630
16190 + 630 = 16820
16820 + 4800---------
Slide 42
RE-EMPLOYED STAFF
• TA + DA = as regular staff
• HRA on the basis of last pay (basic) + GP
• Increment only after completion of 6 months
of service as re-employed
• H.P.L. as regular
• Casual leave as regular
• Leave encashment also
Slide 43
Medical Facility
•
•
•
•
•
•
Check bills as per DGHS rules / terms
Check bills with rate list of DGHS
Check Hospitals – Approved list of DGHS
Keep record of Medical cards issued
Issue new card to Retired person
Mention clearly- Basic + GP, family members,
Dt. Of birth
Slide 44
MEDICAL RE-IMBURSEMENT CLAIM-1
•
•
•
•
•
•
•
•
•
•
Proof of membership of DGHS
Copy of membership of OPD card
Copy of prior permission of Competent Authority
Prescribed application form as per appendix XII of
Medical Attendance (MA) rule
Certificate from the employer of working spouse
Justification for obtaining treatment from pvt. Hospital
Essentialities certificates, separate for each period
The disease is chronic vide s.no.
Discharge summery, separate for each period
Emergency certificate
Slide 45
MEDICAL RE-IMBURSEMENT CLAIM-2
• All vouchers in original
• Calculation sheet showing the restriction as per
rule
• Justification for time barred claim
• Prescription slip
• Period of treatment
• All papers should be signed by DDO / HOS
• Submit claim with in the stipulated time
• Certificate that amount restricted above have
been checked and found in order as per rule
Slide 46
Medical reimbursement
in emergency cases -1
May kindly see the medical re- imbursement case in respect of ------------------received
from-------------for the period--------to-----------along with DGHS checklist. All the
relevant papers and bills are attached with the case placed in the file, amounting for-----------------------.
The details of case is given below :-1. Name of the applicant and designation
2. Basic pay + grade pay
3. Name of the patient
4. Resident of
5. DGHS or others
6. Treatment type
7. Name of hospital and address
8. Emergency
9. Referred by Authorized Medical Attendant (AMA)
10. Medical facility card
11. Diagnosis
Slide 47
Medical reimbursement
in emergency cases - 2
Documents to be attached
– Essential certificate ‘a’ /’b’
– Justification given by applicant
– Discharge / death certificate
– Bill detail
– Amount restricted as per DGHS norms
– All bills / vouchers in original
– The claim submitted in stipulated time
Slide 48
Medical Reimbursement
in Emergency Cases
The treatment taken from ------------in emergency. The hospital authorities has
certified that the patient was admitted in emergency in the hospital ( page……..)
Amount restricted as per DGHS norms by the -----------------authority.
Keeping in view above, if agreed , we may send the file to worthy RDE _____ to
accord the approval under appendix –viii of CS medical rules for re- imbursement of
medical expenses of ----------------- Rs----------------- in r/o ----------------------Submitted please
AO
DDE
RDE
Slide 49
NON – REFUNDABLE / WITHDRAWAL / ADVANCE /
LOAN OUT OF G.P. F. ACCOUNT
•
•
•
•
•
•
•
•
Name of the employee
Designation
Date of birth
Date of joining
Provident fund no.
Closing balance as per passbook
Amount required
Purpose of withdrawal
Slide 50
LTC / HTC
• All documents signed by Principal and DDO
• LTC / HTC claim form – GAR-14 ( in duplicate ) , duly filled,
signed by claimant and c / s by HOS
• LTC / HTC sanction order , block year, destination, family
members for whom claiming
• Service book –leave account duly debited ( EL/ HPL )
• Journey tickets (original + photocopy ) signed by official
• Shortest route certificate from the railway / car/ bus
• Prior permission of leaving station / availing LTC/HTC
• Joining report after availing LTC/HTC
• Details of family as in service book signed and c/s
• Certificate from spouse’s office for non-availing LTC/HTC
Slide 51
Tenders
•
•
•
•
•
•
•
•
•
Call tenders – atleast 10
Prefer Govt./ Co-operatives/ DGSND
Specify the article clearly
Receive – By hand / Ordinary post
Prepare Comparative statement
Purchase committee
Place order
Receive goods
Submit bills
Slide 52
Various Govt Forms
http://finance.delhigovt.nic.in/emp_forms.htm
Slide 53
TIPS
•
•
•
•
•
•
•
•
•
•
•
Have a good repo with PAO
Contact personally to clear objections
No bribe or Audit para.
Maintain Income & Expenditure Register-helps in Reconciliation,
Budget
Complete Cash book every month
No vat on Labor
Keep a record of MACP due
Sanction cancellation- apply on-line, send printout to EO, check
account
Maintain Diary- Bill no., Amount, Bill Dt., cheque/ECS/DDO acctt.
Deposit all Interest earned in Major Head 0202
Un necessary objections by PAO– Report Controller of Account
Slide 54
Thank you