Accounts Department Regulations

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Questions and Answers

What is the minimum period for preserving various records connected with accounts as prescribed?

Indefinitely

Five years

A period prescribed in Appendix IX (correct)

One year

Who should be supplied with copies of the Indian Railway Codes in force?

Accounts Officers only

Accounts Officers and Section Officers (Accounts) (correct)

Only Inspectors

Only Section Officers (Accounts)

What percentage of the cost price for priced Government publications is covered by the contingent grant of the office?

75%

25%

100%

50% (correct)

What should be included in the Monthly Progress Reports sent by Accounts Officers?

Items of work not progressing according to plan Signup and view all the answers

When should the Half-Yearly Arrears Report be sent to the Railway Board?

By the 1st of August and February Signup and view all the answers

What is the obligation of the General Manager when there is no agreement with the Financial Adviser and Chief Accounts Officer?

To make a reference to the Railway Board upon request Signup and view all the answers

In what form should the Accounts Officer's opinion be presented to the executive officer?

As a short note to be included in the General Manager's report Signup and view all the answers

What should the Financial Adviser and Chief Accounts Officer do if there is an urgent need to inform the Railway Board?

Address the General Manager and send a copy of the note to the Railway Board Signup and view all the answers

When making proposals for economy or improvement, what should Accounts Officers do?

Consult the Executive Officers of the relevant department Signup and view all the answers

What is the role of the General Manager upon receiving orders from the Railway Board?

To notify the Financial Adviser and Chief Accounts Officer of the orders Signup and view all the answers

What should happen during a disagreement between the General Manager and the Financial Adviser?

The Financial Adviser should request a reference to the Railway Board Signup and view all the answers

What is the first step for the Accounts Officer in matters of rule interpretation?

To address the executive officer concerned Signup and view all the answers

What is the primary responsibility of the Railway Board regarding accounts?

Proper maintenance of the accounts for all Indian Railways Signup and view all the answers

Who is responsible for issuing instructions related to accounts and returns required by the Railway Board?

Director Accounts Signup and view all the answers

What role does the Director Accounts play in the Railway Accounts Establishment?

Is the professional agent of the Railway Board in accounting matters Signup and view all the answers

What should the Financial Advisers and Chief Accounts Officers do regarding correspondence that is important to railway administration?

Keep the General Managers informed Signup and view all the answers

In addition to accounting returns, what other information must the Accounts Officer provide to Executive Officers?

Any statistical or information from account office records when requested Signup and view all the answers

What is one of the duties of the Financial Advisers and Chief Accounts Officers in relation to the instructions they receive?

To ensure these instructions are implemented effectively Signup and view all the answers

What aspect of the accounts do the Financial Advisers and Chief Accounts Officers NOT oversee?

External marketing strategies for the railway Signup and view all the answers

What can the Financial Adviser and Chief Accounts Officer do regarding direct communications?

Make direct references to the head of the railway if necessary Signup and view all the answers

What type of information should the Director Accounts inspect within the Railway Accounts Establishment?

Professional efficiency and correctness of accounts Signup and view all the answers

What is one main objective of statutory audit?

To ensure proper classification of expenditure Signup and view all the answers

Which type of audit checks the adequacy of the accounting system within an organization?

Statutory audit Signup and view all the answers

What does appropriation audit ensure regarding receipts and expenditures?

They are charged to the appropriate heads of account Signup and view all the answers

What is one function performed during statutory audits?

Inspecting initial records and documents Signup and view all the answers

Which of the following is NOT a division of work in a railway accounts office?

Human Resources Management Signup and view all the answers

What is the role of Accounts Officers during audits?

To support Audit Officers in their duties Signup and view all the answers

What is a key aspect of an administrative audit?

Review of sanctions for expenditures Signup and view all the answers

Who has professional control over the Statistical Branch and Electronic Data Processing Centre?

The Financial Adviser and Chief Accounts Officer Signup and view all the answers

What type of check is generally applied during statutory audits?

Percentage checks applied to vouchers Signup and view all the answers

In the absence of specific orders, how is work divided among the Accounts Branch Officers?

At the discretion of the Financial Adviser and Chief Accounts Officer Signup and view all the answers

What is the purpose of the office manuals in each Accounts Office?

To provide detailed working instructions and procedures Signup and view all the answers

Who issues the office manuals for each Accounts Office?

The Financial Adviser & Chief Accounts Officer Signup and view all the answers

What should be included in the Calendar of Returns maintained by each section of an Accounts Office?

Due and actual dates of reports and returns Signup and view all the answers

How often should registers be inspected according to the regulations?

As specified in appendix VIII Signup and view all the answers

What is the role of the Accounts Officer regarding registers that are checked and initialed at the time of entry?

They require no separate periodical inspection Signup and view all the answers

What action is required for the destruction of records in an Accounts Office?

Financial Adviser approval Signup and view all the answers

What type of instructions are included in the office manuals?

Specific instructions for the inspection of registers Signup and view all the answers

What should the effect of the review of the Calendar of Returns be?

To be recorded in progress reports or elsewhere Signup and view all the answers

What should office manuals ensure about the registers maintained?

They should ensure continuous review Signup and view all the answers

What is specified for the conduct of business in the Accounts Office according to the office manuals?

Detailed rules of procedure Signup and view all the answers

What is required of an Accounts Officer when transferring charge of office?

To complete a Handling over Notes detailing all pending work. Signup and view all the answers

Which procedure is necessary for the handover of keys and important documents?

Documentation must be prepared and signed by both the relieved and relieving officers. Signup and view all the answers

What is the objective of including the cause of arrears in the report to be submitted?

To understand and address the specific reasons for delayed work. Signup and view all the answers

What key function does the verification of arrears serve in the Accounts Office?

It ensures that all work is current and identifies areas needing attention. Signup and view all the answers

During the transfer of responsibilities, what should the relieved officer emphasize in the Handling over Notes?

Critical pending cases that require immediate oversight. Signup and view all the answers

What function is primarily focused on preventing financial irregularities in railway transactions?

Internal Check Signup and view all the answers

Which of the following functions does NOT belong to the Accounts Department?

Providing legal assistance Signup and view all the answers

Which of these roles does the Accounts Department perform in relation to management accounting functions?

Participating in purchase decisions Signup and view all the answers

What is one of the key responsibilities of the Accounts Department regarding railway finance?

Tendering advice to administration Signup and view all the answers

In terms of financial processes, what is the role of the Accounts Department concerning claims against the railway?

Prompt settlement of proper claims Signup and view all the answers

What aspect of its management accounting function does the Accounts Department NOT engage in?

Conducting performance appraisals Signup and view all the answers

Which of the following best describes the essence of 'Internal Check' within the Accounts Department?

It ensures adherence to rules for receipts and expenditures. Signup and view all the answers

Which personnel are responsible for inspecting the accounts of the Cashiers?

Inspectors of Cashiers Signup and view all the answers

What should an Accounts Officer do if he cannot accept an order from an executive authority?

Explain the impropriety and suggest a proper course of action Signup and view all the answers

In the case of a disagreement between an executive officer and an Accounts Officer, who should the Accounts Officer inform about his objections?

The Financial Adviser and Chief Accounts Officer Signup and view all the answers

Which group is responsible for the construction, maintenance, and operation of the railway?

Executive Officers Signup and view all the answers

What power do executive officers have in relation to expenditure?

They are authorized to incur expenditure within their financial limits. Signup and view all the answers

What should happen when there is an unresolved disagreement between the Accounts Officer and the General Manager?

The issue must be escalated to the Chief Accounts Officer. Signup and view all the answers

What authority does the Financial Adviser and Chief Accounts Officer have concerning direct references?

They can make direct references to the head of the railway if deemed necessary. Signup and view all the answers

What role does the Accounts Officer play in the process of railway management?

He provides financial advice and checks claims on expenditures. Signup and view all the answers

What is the primary responsibility of the Accounts Officer regarding executive officers?

To provide returns and other necessary accounts as required by executive officers. Signup and view all the answers

In what capacity does the Director Accounts serve the Railway Board?

As a professional agent in accounts matters. Signup and view all the answers

What must the executive officers do concerning the financial advice presented by the Accounts Officer?

Give due consideration to it. Signup and view all the answers

If an executive authority's order does not have agreement with the Accounts Officer, what is a necessary action to address the issue?

Formal documentation of objections and a request to the General Manager Signup and view all the answers

What must the Financial Advisers and Chief Accounts Officers do with significant correspondence?

Ensure General Managers are kept in touch regarding important correspondence. Signup and view all the answers

What is one of the responsibilities of the Director Accounts concerning the financial advisers?

To issue directions on accounting maters including submissions of accounts and returns. Signup and view all the answers

What powers do Financial Advisers and Chief Accounts Officers possess?

They exercise delegated powers by their respective General Managers. Signup and view all the answers

What specific type of information must the Accounts Officer provide, aside from accounting returns?

Any statistical or other information from the accounts office records. Signup and view all the answers

Who has the authority to inspect the accounts offices and issue instructions related to accounts?

The Director Accounts. Signup and view all the answers

What aspect of financial management is primarily under the responsibility of the Railway Board?

Maintaining the accounts for all Indian Railways. Signup and view all the answers

Which role is primarily responsible for ensuring the professional efficiency of the Railway Accounts Establishment?

Director Accounts. Signup and view all the answers

What is the consequence for Accounts Officers regarding the books supplied to them?

They are personally responsible for the books and their updates. Signup and view all the answers

Which report specifically highlights work not progressing according to plan?

Monthly Progress Report Signup and view all the answers

What is the deadline for sending the Half-Yearly Arrears Report to the Railway Board?

1st August and 1st February Signup and view all the answers

What percentage of the cost price for priced Government publications is funded by the discount from publishing departments?

25 percent Signup and view all the answers

Who is obliged to view the Half-Yearly Arrears Report before it is forwarded to the Railway Board?

The General Manager Signup and view all the answers

What should be reported in the Monthly Progress Report alongside arrears?

Actions taken for clearing the arrears Signup and view all the answers

What should be preserved as per the orders from the Railway Board?

Records connected with accounts for a prescribed minimum period Signup and view all the answers

What role do Permanent Sub-heads and clerks have regarding Government publications?

They may be supplied with them at a discounted rate. Signup and view all the answers

What format should the Half-Yearly Arrears Report be prepared in?

Form A. 125 Signup and view all the answers

How often should the Accounts Officer submit the Monthly Progress Report?

Monthly Signup and view all the answers

Study Notes

Departmental Regulations

Organization: The Accounts Department's functions, including gazetted officers (Chief Cashier, Divisional/Workshop Organization), non-gazetted establishment, accounts officers, executive, and the role of the Financial Adviser, Chief Accounts Officer, Director (Accounts) Railway Board, and Statutory Audit are outlined. The size of the Accounts Department varies by railway depending on its work volume.
Office Procedure: Main Divisions of work, office manuals, calendar of returns, inspection of registers, record restriction, supply of reference books, monthly/half-yearly reports, valuable/secret documents, transfer of charges, handing over notes, important items of work, and periodical demi-official letters are details.
Functions of the Accounts Department (More Detail): Keeping railway accounts, internal checking of transactions, prompt settlement of claims, advising the administration on financial matters, compiling budgets, managing financial data, ensuring financial integrity, and managing cash receipts and disbursements are detailed.
Gazetted Officers: The head of the department is the Financial Adviser & Chief Accounts Officer, with subordinate roles for Additional Financial Adviser and Chief Accounts Officer, Deputy Chief Account Officers, Senior Accounts Officers, Junior Accounts Officers, and Assistant Accounts Officers located at headquarters and divisional/workshop/stores/projects. Divisional/Senior Divisional Accounts Officers, Workshop Accounts Officers, and Stores Accounts Officers function as Financial Advisers to their respective Executive Officers.
Non-Gazetted Establishment: Indoor staff (Section Officers/Sub Heads, Clerks), and outdoor staff (Inspectors, Stock-verifiers, Finger Print Inspectors) are described, including subordinate staff for cash handling (Divisional Cashiers, Assistant Cashiers, Senior Cashiers, Junior Cashiers, Shroffs, and clerical staff), and inspectors of Cashiers.
Accounts Officers and Executive: General Managers and executive officers work with Accounts Officers in financial matters and procedures with proper protocols or procedures for handling disagreements. Disagreements are formally resolved, with the General Manager potentially seeking the Railway Board's input if needed; and accounts or other information may be required from the Executive Officers. Requests to the Railway Board or higher authorities about rules or rules interpretation by the Accounts Officer must be addressed to the Executive Officers, with a note by the Accounts Officer.
Statutory Audit: The Comptroller and Auditor General of India audits Railway accounts regarding accuracy, appropriation, and administrative appropriateness, and is assisted by Additional Deputy Comptroller & Auditor General (Railways) and Chief Auditors responsible for Railway Account Audits. Audit responsibility for expenditures incurred in India.
Office Procedures (More Detail): Main divisions of work including Administration, Booking/compilation, Budget, Cash/Pay, Compensation Claims, Engineering Accounts, Establishment Accounts, Finance, Fuel Accounts, Inspection, Other Expenditure Accounts, Provident Fund/Pension, Stores Accounts/Inventory Control, Traffic Accounts, Traffic Costing, and Workshop Accounts are identified. Detailed working instructions are found in office manuals, and there are calendars for returns, register inspections, and processes like handling over notes. Statistical branch and Electronic Data processing are under the control of Financial Adviser and Chief Accounts Officer as well.
Financial Reports (More Detail): Monthly progress reports and half-yearly arrears reports are required, detailing any arrears and actions taken. There are specific forms (Form A-125) for these reports, and deadlines for submission.
Register of Valuable/Secret Documents: A register tracks valuable/secret documents. On transfer, officers hand over items and sign off.
Handling Over Notes: Relieved officers create notes for successors on outstanding tasks or critical issues. Successors need to follow up within three months.
Demi-Official Letters: Monthly reports to the Financial Commissioner are sent by Financial Advisers & Chief Accounts Officers covering budget, revenue or other issues, following specific formats issued by the Railway Board, with a copy to the General Manager. Budgetary matters, revenue leaks, improvements in internal checking and inspections are covered too.

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Description

Explore the various functions and regulations of the Accounts Department. This quiz covers organization roles, office procedures, and financial management practices essential for efficiency and compliance. Test your knowledge on roles of key officers and operational procedures.