Cash and Pay Department Overview

The process of verifying the accuracy of cash transactions by examining documents and comparing them to the actual cash balance.

A system of transferring money to another location within the same organization, perhaps from one branch office to another.

Funds provided to a cashier in advance that are used to make small, immediate payments.

A record of all bills and checks issued to the Accounts Department for processing, ensures proper management of payable funds.

This document details the details of each bill and check that been sent out, providing an accurate record of what has been distributed.

A list of names and outstanding wage amounts that haven't been paid yet.

A process of auditing the accuracy of payments by comparing the amounts paid to the documents authorizing the payments.

A financial document used to record all cash transactions, including receipts and disbursements. It's a crucial tool for tracking and managing cash flow.

A formal document confirming payment for goods or services. It's usually issued by the recipient of the payment and provides a record of the transaction.

A check that has not been processed by the bank, meaning the funds are not yet available to the recipient.

A financial document issued by the bank to indicate that a check has been dishonored, meaning that the funds are insufficient or there's an issue with the check.

The process of moving cash from one location to another, usually within an organization. This requires careful security and record-keeping.

When someone who works for a government agency handles money that doesn't belong to the government. This requires special permission.

A low-ranking, non-managerial employee in an organization

A railway official responsible for signing payment receipts. Their signature ensures validity and accountability for the transaction.

The process of verifying that someone has sufficient funds available in their bank account to cover the amount of a check. This helps prevent fraudulent checks.

Each duplicate key for a safe or strong room must be stored in a sealed packet, ensuring its security and traceability.

The person responsible for the safe or strong room seals the key packet with their seal, demonstrating accountability and control.

Complete details of the key, including its purpose and location, must be written on the sealed packet, creating a clear link between the key and its safe.

The sealed packet is officially handed over to a designated officer responsible for storing all duplicate keys.

A register is kept in the office containing the safe or strong room, listing all existing duplicate keys and their custodian.

The officer responsible for storing key packets maintains a register documenting the exact safe or strong room each key belongs to.

Once a year, each office retrieves the sealed duplicate key packet, checks its contents, and returns it in the same sealed condition.

Both the office and the nominated officer must record the annual verification process, ensuring a formal audit trail for all duplicated keys.

The office storing the duplicate key packets is only responsible for the physical integrity of the sealed packet, not its contents.

The office or individual responsible for the safe or strong room is accountable for the key inside the sealed packet.

Covers containing telegraph message drafts should not be opened in the cash office. They are to be handed over to a designated traffic accounts official for opening and verifying the value of attached stamps.

The Chief Cashier is responsible for ensuring that all cash is thoroughly examined for uncurrent coins, fake or damaged notes. If such issues are detected later by the bank, the Cash Office Shroffs are accountable for the loss.

Unusable coins are separated by station and stored in labeled bags for possible return to the originating locations should the station be held responsible for the loss.

Counterfeit coins that are exceptionally well-made should be sent to the Mint for analysis. If they are clearly fake, they must be broken and returned to the originating station to be replaced.

The Railway or the remitting station is held accountable for losses from illegitimate coins. The specific rules determining liability for losses should be followed explicitly.

The primary individual responsible for verifying the accuracy of cash transactions during counting.

Individuals assigned to count the cash in bags, reporting to the Chief Cashier.

A document used to record the initial signature of Shroffs for each cash bag, including the number of bags and the counter's signature.

A document attached to each cash bag outlining the total amount of cash and specific denominations contained within.

The process of opening cash bags in the presence of the Chief Cash Witness and Chief Cashier or their representative to verify the contents against the corresponding Cash Remittance Note.

A discrepancy between the cash count and the amount listed in the Cash Remittance Note, indicating a potential error in the money or the record.

A recount conducted by the Chief Cash Witness to resolve a discrepancy, involving a second count of the cash and verification with the Remittance Note.

When a discrepancy cannot be reconciled by recounting, the Chief Cashier is informed, and the matter is reported to the Officer-in-charge for further investigation, including determining the source of the error and assigning responsibility.

The designated area where cash bags are opened and counted, supervised by the Chief Cash Witness, Chief Cashier, and Shroffs.

The process of carefully examining each cash bag and its contents to confirm the total amount of cash present matches the information recorded on the Cash Remittance Note.

Departmental receipts can't be used for departmental expenses or other purposes, except in specific, authorized situations.

The Financial Adviser and Chief Accounts Officer can cash cheques against the railway's drawing account using traffic receipts.

The Financial Adviser and Chief Accounts Officer can, with prior approval, use cash receipts at stations for limited expenses, like paying compensation claims or wages.

With prior approval from the President, departmental receipts can be used in other cases.

The General Manager can authorize the use of departmental receipts for urgent needs caused by floods, earthquakes, or accidents.

Railway employees can cash pay orders from the employees co-operative credit society using station earnings, with specific conditions.

The F.A. & C.A.O. / Accounts Officer must seal the pay orders with a special seal for them to be valid.

A document used to record all cash received from each station, with station names listed geographically.

A document used to record payments from the Pay Department, including details of bills and cheques.

A document confirming payment for goods or services, usually issued by the recipient of the payment.

A process of checking the accuracy of payments and comparing the amounts paid to the documents authorizing the payments.

The process of moving cash from one location to another, often within an organization and requiring careful security and record-keeping.

A document attached to each cash bag outlining the total amount of cash and specific denominations contained within.

A document that records the distribution of bills to different cashiers for making payments.

A system of obtaining confirmation and acknowledgement from cashiers when they receive bills or cheques.