Government Purchase Policy for Stationery

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Questions and Answers

What must be done before submitting indents for standard forms and printed registers?

  • They should be scrutinized for unnecessary items by Heads of offices. (correct)
  • The Printing Superintendent must prepare them for printing.
  • The indents should be sent directly to the General Manager.
  • They should be grouped by department before submission.

When can work be executed in outside presses?

  • If a railway press has sufficient facilities.
  • If the railway has its own press available.
  • When the General Manager approves only.
  • When the railway press is unavailable due to work pressures. (correct)

Who must sanction alterations or modifications to standard forms?

  • Any department head in charge.
  • The Railway Board. (correct)
  • The Printing Superintendent.
  • The local railway administration.

What should be done with remaining stocks of old forms when revising forms?

<p>They should be used until exhausted before printing new ones. (D)</p> Signup and view all the answers

What should be followed when arranging printing work in outside presses?

<p>The general purchase policy. (A)</p> Signup and view all the answers

What should be done with the original and duplicate copies of the bills sent by the Controller of Printing and Stationery?

<p>They should be passed to the Stores Accounts Officer. (D)</p> Signup and view all the answers

What is a key practice to avoid when sending indents to the Controller of Printing and Stationery?

<p>Sending indents at irregular intervals. (A)</p> Signup and view all the answers

What should the Superintendent Printing and Stationery retain after processing the bills?

<p>The fourth copy of the bill. (C)</p> Signup and view all the answers

How should the cost of stationery supplies be recorded after receiving the bill?

<p>Debited to the 'Purchases' head. (B)</p> Signup and view all the answers

What type of materials can be forwarded directly to the press?

<p>Printing stores and allied materials. (D)</p> Signup and view all the answers

Which aspect is essential for managing the stationery depot?

<p>Organizing it on the same lines as other stores depots. (C)</p> Signup and view all the answers

What is required from the Stores Accounts Officer regarding incoming stationery supplies?

<p>To perform an audit and process payment. (B)</p> Signup and view all the answers

What should be checked against the annual and emergent indents upon receiving supplies?

<p>The entries of the supplies. (A)</p> Signup and view all the answers

What should the Superintendent do with the triplicate copy of the bills received?

<p>Post it to the Purchase account register. (D)</p> Signup and view all the answers

What is required to expedite compliance when returning unserviceable articles?

<p>The requisition must include the number of the Advice Note. (A)</p> Signup and view all the answers

Which articles need not be returned to the Stationery depot?

<p>Articles with no residual value, like ink-pots and gum bottles. (B)</p> Signup and view all the answers

Who should conduct occasional checks of stationery stocks in offices?

<p>Accounts Verification staff or special staff from the Controller of Stores. (D)</p> Signup and view all the answers

What are the two main categories of forms used on railways?

<p>Standard and Local. (B)</p> Signup and view all the answers

What should each railway maintain regarding forms and registers?

<p>A complete schedule of standard and local forms. (B)</p> Signup and view all the answers

Where should standard and local forms and printed registers be printed?

<p>In the Railway Press, where one exists. (A)</p> Signup and view all the answers

What should be displayed alongside the original numbers in the forms schedule?

<p>Any new unique identifying numbers assigned. (C)</p> Signup and view all the answers

How should articles found in excess of normal requirements be handled?

<p>They should be returned to the stationery depot. (D)</p> Signup and view all the answers

What should the Stationery Depot Keeper ensure before issuing articles to various offices?

<p>No article is issued in excess of the sanctioned scale unless countersigned. (B)</p> Signup and view all the answers

Which of the following statements regarding durable articles is true?

<p>Durable articles require special permission for issuance. (A)</p> Signup and view all the answers

What documentation is mandatory for returning broken articles?

<p>A certificate that states the items are damaged. (B)</p> Signup and view all the answers

What is a prerequisite for issuing durable articles on emergent requisitions?

<p>The return of unserviceable articles to the depot. (B)</p> Signup and view all the answers

What must be included in the schedule of forms maintained by the railway?

<p>A reference to the relevant paragraph of Codes or other authorities. (C)</p> Signup and view all the answers

If a department requests an article that is prohibited by the General Manager, what should the Stationery Depot Keeper do?

<p>Reject the request for the prohibited article. (A)</p> Signup and view all the answers

Which of the following items is classified as a durable article?

<p>Binders, brass screw (D)</p> Signup and view all the answers

How can a durable article be issued if it has not been unserviceable?

<p>A certificate must be appended indicating it is a new supply. (D)</p> Signup and view all the answers

What is the consequence of issuing articles to an office without a sanctioned scale?

<p>It is allowed if the Head of the Department approves. (A)</p> Signup and view all the answers

Which of these items is NOT defined as a durable article?

<p>Paper sheets (B)</p> Signup and view all the answers

Why should the Stationery Depot Keeper comply with annual indents?

<p>To maintain a structured inventory and proper allocation. (D)</p> Signup and view all the answers

Which of the following is a reason for the Stationery Depot Keeper to refuse article issuance?

<p>The supply is generally prohibited. (D)</p> Signup and view all the answers

Which of the following items are categorized as desk appliances?

<p>Knives and scissors (C)</p> Signup and view all the answers

What items may the General Manager purchase directly due to supply issues?

<p>Rubber stamps and office seals (A)</p> Signup and view all the answers

What should departments submit to fulfill their stationery needs?

<p>Indents for annual requirements (C)</p> Signup and view all the answers

Which items are included under packing materials according to the content?

<p>Packing cases and wraps (A)</p> Signup and view all the answers

Who needs to submit indents for stationery to the Controller of Stores?

<p>Statutory Railway Auditors and safety commissioners (B)</p> Signup and view all the answers

What types of materials are included under 'desk appliances'?

<p>Tools like staplers and scissors (A)</p> Signup and view all the answers

What is necessary for the Chief Auditors regarding their indents?

<p>They need to be submitted according to designated provisions. (A)</p> Signup and view all the answers

What is the maximum duration for which Heads of offices can sanction hiring without requiring the Board's approval?

<p>Six months (C)</p> Signup and view all the answers

What must Heads of Departments do to prevent differing rates for servicing and over-hauling of machines?

<p>Ascertain existing contracts with other Government departments (C)</p> Signup and view all the answers

What is included in the periodical inspections of machines as per the servicing contract agreement?

<p>Inspection, cleaning, oiling, and repairs (D)</p> Signup and view all the answers

Which type of repairs is classified as 'Major Repairs'?

<p>Repairs beyond the occasional servicing work (D)</p> Signup and view all the answers

What action must be taken after the periodical inspection by the Company's Mechanic is complete?

<p>The Head of the office must certify that the work was done satisfactorily. (D)</p> Signup and view all the answers

What is the primary purpose of the Government's purchase policy for printing and stationery stores?

<p>To encourage the growth of domestic industries while ensuring efficiency (D)</p> Signup and view all the answers

Under what condition must stationery and printing stores be purchased for the railways?

<p>Delivery must occur in India with payment made in rupees (D)</p> Signup and view all the answers

Which of the following is a requirement for accepting tenders according to the procurement rules?

<p>No tender that fails to comply with specified conditions should be accepted (B)</p> Signup and view all the answers

When should tenders be invited according to the specified rules?

<p>Tenders should be invited in India and abroad when deemed desirable (C)</p> Signup and view all the answers

What is the protocol when handling small value orders in terms of tendering?

<p>Small value orders are exempt from inviting tenders (C)</p> Signup and view all the answers

What documentation is essential when concluding that inviting tenders is not in the public interest?

<p>A detailed analysis accompanied by a formal report on public interest must be recorded (B)</p> Signup and view all the answers

Which rule supersedes all previous orders related to the purchase of printing and stationery stores?

<p>Rule 1101 (A)</p> Signup and view all the answers

Which of the following items can the General Manager purchase directly?

<p>Rubber stamps (D)</p> Signup and view all the answers

What is the primary function of the Controller of Stores regarding stationery?

<p>To approve indents submitted by various departments (B)</p> Signup and view all the answers

What type of items does desk appliances include?

<p>Knives, scissors, and stapling tools (C)</p> Signup and view all the answers

What action must be taken if there is a delay in supply from the Government of India stationery office?

<p>Directly purchase rubber stamps and seals (A)</p> Signup and view all the answers

Who is responsible for submitting annual indents for stationery in the railway departments?

<p>The heads of individual departments (A)</p> Signup and view all the answers

What is an allowable supply of items if they have been deemed necessary for office purposes?

<p>Adhesives and packing materials (C)</p> Signup and view all the answers

What items are typically included in packing materials specified for the railways?

<p>Packing cases for stationery and printing (B)</p> Signup and view all the answers

Which articles do not need to be returned to the Stationery depot?

<p>Materials purchased directly by heads of departments (C)</p> Signup and view all the answers

What should the indents submitted by statutory railway auditors align with?

<p>Annual requirements established by the Controller of Stores (D)</p> Signup and view all the answers

What is the primary responsibility of officers when preparing their indents for stationery?

<p>To ensure adequate budget provision is made (A)</p> Signup and view all the answers

When can departmental officers include items not in the sanctioned scale in their indents?

<p>Only if the indents are countersigned by the Head of the Department (B)</p> Signup and view all the answers

What must be prepared for the General Manager regarding overall stationery requirements?

<p>A consolidated indent based on annual requests (D)</p> Signup and view all the answers

What is expected from officers when opening a new blank register?

<p>To ensure it complies with prescribed orders from higher authority (D)</p> Signup and view all the answers

What additional responsibility do the Stationery Depot and General Manager have regarding certain stationery items?

<p>To ensure indents for certain items are signed by competent authority (C)</p> Signup and view all the answers

Why are officers cautioned against bringing blank registers into indiscriminate use?

<p>To prevent misuse and ensure accountability (D)</p> Signup and view all the answers

What is the significance of the standardized scale for the supply of stationery?

<p>It provides a reference for compliance with budgets (C)</p> Signup and view all the answers

What must be done with the forms used for submitting annual stationery indents?

<p>They must be prepared in specific formats supplied by the Controller (B)</p> Signup and view all the answers

What is implied by the role of the General Manager in the process of stationery supply?

<p>They are responsible for prohibiting specific items without authorization (C)</p> Signup and view all the answers

What is necessary to submit indents in a timely manner to the Controller of Printing and Stationery?

<p>Strict adherence to dates fixed by the Controller (D)</p> Signup and view all the answers

What should be done with the Receipt order number when handling bills for stationery?

<p>It must be quoted on the original and duplicate copies of the bills. (B)</p> Signup and view all the answers

Which of the following is a procedure upon receiving supplies from the Controller of Printing and Stationery?

<p>The accompanying bill should be receipted and sent to the Stores Accounts Officer. (A)</p> Signup and view all the answers

How should the charges for stationery supplies be treated in accounts?

<p>They should be accepted as debit to the head 'Purchases'. (C)</p> Signup and view all the answers

What must be maintained along with the nomenclature for the stationery depot?

<p>An updated Price List comparable to other stores. (B)</p> Signup and view all the answers

What is the role of the Superintendent Printing and Stationery regarding bills received?

<p>To verify with purchase account records using triplicate copies. (B)</p> Signup and view all the answers

Why should emergent indents be limited on the Controller of Printing and Stationery?

<p>They create logistical complications and additional costs. (C)</p> Signup and view all the answers

What is required when the Superintendent Printing and Stationery processes bills?

<p>Verification against the Purchase account register is mandatory. (D)</p> Signup and view all the answers

What types of materials can be directly forwarded to the press?

<p>All printing stores and materials for press work. (D)</p> Signup and view all the answers

In what form should each railway maintain documentation regarding forms and registers?

<p>A complete, organized schedule of forms. (D)</p> Signup and view all the answers

What is the primary function of a stationery depot in relation to stationery supplies?

<p>To serve as a centralized distribution point for all supplies. (C)</p> Signup and view all the answers

Flashcards

Stationery Indents

Requests for stationery supplies submitted by departments, stations, and offices for the upcoming year.

Controller of Stores

The person responsible for managing and distributing stationery supplies within the Railway.

Railway Auditors

Individuals responsible for scrutinizing railway finances (here in regards to stationery supply).

Superintendent Printing and Stationery

The person who oversees the printing and supply of stationery materials.

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Office Supplies

Includes items like pens, paper, erasers, staplers, and other tools required for office work.

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Direct Purchase Power

Authority for a General Manager to directly buy Rubber stamps and office seals if the government supplier faces delays or issues.

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Packing Materials

Materials used for wrapping and protecting stationery items, office equipment, or printing press materials during shipment.

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Durable Stationery Items

Certain stationery items are classified as durable and should not be issued through regular annual requests.

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Annual Indents

Formal requests for stationery supplies, made annually by different offices.

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Sanctioned Scale

The officially permitted amount of stationery an office can request.

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Emergent Requisition

An urgent request for a specific item of stationery, usually for replacement or new supplies, not part of the annual indent.

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Prohibited Stationery Items

Certain stationery items may have their issuance restricted or forbidden by the General Manager.

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Stationery Depot Keeper

The person responsible for managing and issuing stationery supplies.

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Unserviceable Items

Items that are no longer usable or functional and require replacement.

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New Supply Certificate

A document confirming that a requested stationery item is a new supply and not previously issued.

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Head of Department

The highest-ranking official of a department.

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Excess Issuance

Issuing more stationery than the authorized limit for that office without proper approval.

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Emergent indents

Requests for printing and stationery supplies needed immediately, only in cases of necessity.

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Irregular indent intervals

Sending requests for supplies at inconsistent times, which is discouraged.

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Payment Procedure

Bills from the Controller of Printing and Stationery are sent in quadruplicate, and handled like bills from the Directorate General of Supplies and Disposals.

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Stationery Depot

A dedicated depot to store and manage all stationery items (including registers), following established procedures for other stores.

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Supply Checking

Supplies received from the Controller of Printing and Stationery should be verified against the recorded indent and bill.

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Bill Receipting

Receipting the bills for stationery supplies, sending them to the Stores Accounts Officer for final processing.

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Purchase Account

Account used to record expenses related to acquired stationery.

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Printing and Allied Stores Handling

Printing stores and other supplies used in the railway press go directly to the press for allocation to the Press Manufacture Account.

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Nomenclature & Price List

A standard list of names and official prices for all items in the stationery depot.

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Standard Forms

Pre-approved official documents used by Indian Railways for various purposes, such as record keeping, reports, and communication.

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Local Forms

Documents designed to meet specific needs of individual railway departments or regions, supplementing the standardized forms.

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Printing Indents

Requests for printing standard and local forms submitted by railway offices, indicating the quantity and type of forms needed.

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Outside Presses

Printing facilities outside the railway network that can be used for printing tasks when the railway press is unavailable.

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Revision of Standard Forms

The process of updating and modifying standard forms, undertaken by the Railway Board to enhance efficiency and accuracy.

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Unserviceable Stationery

Stationery items that are unusable or beyond repair, like broken ink-pots or empty gum bottles.

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Advice Note (S. 1539)

A document issued when returning unserviceable stationery to the depot. It records the items returned.

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Requisition

A formal request for stationery supplies submitted by a department or office to the depot.

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Stock Adjustment Account

An account used to record the incoming and outgoing stationery items to manage stock levels at the depot.

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Schedule of Forms

A comprehensive list of all standard and local forms and registers used on a railway.

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Prescribing Authority

The entity (like the Railway Board) responsible for issuing rules and regulations for standard forms and registers.

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Printing of Forms

The process of producing standard and local forms, typically done by the Railway Press.

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Supdt. of Ptg. and Sty.

Superintendent of Printing and Stationery, responsible for printing and distributing forms and stationery.

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Purchase Policy

The Indian government aims to buy printing and stationery supplies in a way that supports local industries while ensuring cost-effectiveness and efficiency.

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Purchase in India

Unless specifically stated, all stationery and printing supplies for Indian railways should be bought and delivered within India, with payments made in Indian rupees.

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Tenders

When buying large quantities of supplies, Indian railways invite tenders (bids) from both Indian and foreign companies, unless the order is small or there are clear reasons not to.

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Delivery and Payment

All accepted tenders must agree to deliver the goods within India and accept payment in Indian rupees, as per the government's policy.

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Tender Opening

Tenders are opened publicly, with the tenderers (bidding companies) notified and invited to witness the process.

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Controller of Printing and Stationery

This government official manages the procurement and distribution of printing and stationery supplies for Indian railways. They are responsible for fulfilling indents (requests for supplies).

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Director General of Supplies and Disposals

This government official is responsible for procuring supplies for various government departments, including certain items for Indian railways. Their purchase rules are outlined in a separate chapter.

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Desk Appliances

Tools and items used in an office, like knives, scissors, staplers, bells, and trays.

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Rubber Stamps & Seals

Official stamps and seals used for authentication and validation.

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General Manager's Purchase Power

The General Manager can directly buy rubber stamps and office seals if the government supplier is unavailable or delayed.

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Packing Materials for Stationery

Materials used to pack stationery items, such as boxes, cushioning, and tape.

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Chief Auditors & Commissioner for Railway Safety

These individuals submit their stationery requests to the Controller of Stores, and their expenses are accounted for separately.

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Consolidated Indent

A combined annual request for stationery from all departments within the Indian Railways.

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Servicing Contracts

The DGS&D signs yearly agreements with companies to maintain office equipment, allowing departments to access these services.

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Major Repair

Repairs exceeding regular maintenance, requiring sending the machine to the company's nearest branch for specialized service.

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Inspection of Machines

Quarterly or as per agreement, companies inspect, clean, and repair office machines, ensuring they function well.

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Warranty Period

A period after purchase when new office machines are maintained free of charge by the supplier.

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Who Approves Hiring?

Heads of offices can sanction hiring for up to 6 months, but beyond that, the Board's approval is necessary.

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Head of Department (HOD)

The highest-ranking official of a department, responsible for making requests for stationery supplies.

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Study Notes

Chapter XI: Purchase of Stationery and Printing Stores

  • Purchase Policy: The Indian government prioritizes developing local industries while also ensuring efficiency and economy in stationery purchases for public service, including railway needs.
  • Purchase in India: Printing and stationery purchases for railways must be made in India. Exceptions may be made for small orders, or if deemed not in the public interest (with justification documented). Payment must also be made in rupees in India.
  • Tenders: Tenders should be publicly invited for items of significant value, and also abroad when suitable. Tenders must follow the specified conditions for delivery and payment (in paragraph 1102). They are opened in the presence of potential tenderers who wish to attend.
  • Preferences: Priority for purchases is given based on the source and level of domestic/Indian origin of materials and components involved. From materials/products wholly or partly manufactured in India, to items manufactured abroad and held in stock in India, then to those needing special import (1104).
  • Inspections and Tests: All purchased items must undergo inspections before acceptance. Items with specifications or tests must meet those criteria (1105).
  • Inter-departmental purchases: One department of the railway may purchase from another (1107).
  • Power of Purchase: The Controller of Printing and Stationery has full purchasing authority for India's railways (1108).
  • Power of General Managers: General managers have emergency purchasing powers (up to a monetary limit for each item) for unforeseen demands, provided that consultation with accounting officials and confirmation of the impact on outstanding orders is done.
  • List A Stationery Stores This category provides a list of stationery kinds/items (i.e. paper, boards, binding materials, writing/drawing materials, inks, colors, etc., etc), including specific items (e.g., knives, hones, scissors, etc) (1111)
  • Arrangements for Supply: Departmental, station and office heads prepare annual stationery demand lists for the Controller of Stores or Superintendent of Printing and Stationery (1114)
  • Stationery Indents: All departments send annual stationery requests to the relevant authorities(1114). The statutory Railway Auditors and Commissioners for Railway safety submit their stationery requests through appropriate channels. Costs will be accounted for in a ledger. (1115-1116).
  • Scales for Stationery Supply: Standardized scales are established for typical offices; departmental managers can adjust these for special needs, with budget coverage ensured(1117). Blank books are not indiscriminately used.
  • Check of Indents: Departments must check whether the stationery indent conforms to the approved scale. If the items are not present on the scale, the head of the department must authorize (1118).
  • Consolidated Indents: A consolidated annual list for stationery is created from departmental requests (1119).
  • Payment for Stationery: Bills are sent in quadruplicate to railway stationery officials. This should be treated like other Directorate General of Supplies and Disposals bills. (1120)
  • Receipt and Accountal: All stationery supplies must be accompanied by receipts for accounting purposes (1122).
  • Issues The issue/distribution of stationery should align with the sanctioned scale or requests; and comply with rules regarding durable articles. No excess releases are allowed for non-sanctioned items or durable articles without authorization(1123, 1124).
  • Durable Articles: Certain specified stationery items are considered durable and not typically issued annually (i.e. baskets, wastepaper, binders, bells, binders, etc.) (1124)
  • Printing of Forms: Standard and local forms are obtained through the railway press (if present), or through outside presses with the prior approval of the General Manager or departmental heads (1128)
  • Forms and Printed Registers: These are classified as Standard or Local (1126).
  • Alteration or Modification of Standard Forms: Modifications to standard forms require Railway Board approval (1130)
  • Introduction of Local Forms: New or revised local forms must be approved by the General Manager or Chief Accounts Officer (1131).
  • Cost of Forms: Suitable costs are budgeted by the Superintendent of Printing and Stationery (1132)
  • Accountal of Forms: Numerical ledgers are used to record forms; receipt notes and/or local purchases (based on order/external press arrangements) are recorded (1133).
  • Requisitions for Forms: Requests for stationery forms should be promptly fulfilled if available; otherwise, authorization for printing is required (1134).
  • Issue Notes (Unpriced): Triplicate issue notes for dispatched stationery are needed (1135).
  • Verification of Balances: Stock verification of stationery, forms, and registers occurs as part of general store (1339-S) verification, typically annually (1136).
  • Office Machinery: The procurement of office machinery/equipment follows the same procedures as for other supplies (1137). Calculating, Tabulating and Accounting Machines require approvals to introduce to specific departments. Similar items such as typewriters and duplicators use the same process/approval requirements (1138-1139).
  • Typewriters for Temporary Offices: Typewriters for temporary offices may be leased/hired rather than purchased, subject to approval for duration (1140).
  • Servicing Contracts: Existing contracts or additional/new contracts cover machine servicing and repairs with specific agreements in place to ensure maintenance (1141).
  • Inspection of Machines: Machinery maintenance and yearly/quarterly inspections/service requests are compulsory. The heads of departments handle receipt approvals of service completion(1142, 1143).
  • Heavy Repairs: Major repairs for machines require estimates from firms and approvals from relevant authorities(1144).
  • Bills for Repairs: Machine repair/servicing bills follow contract procedures for payment (1145).
  • Spare Parts: Contracts should dictate spare parts prices (1146).
  • Condemnation Procedure: Damaged or worn-out equipment is determined/reviewed by the departments before disposal; disposal procedures align with the other condemned/scrapped materials (1147).
  • Disposed of Condemned Machines Disposal of machinery aligns with other discarded items (1148).

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