Station Debits Clearance Guidelines
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Questions and Answers

What is the primary function of the Commercial Department regarding Station Outstandings?

  • Arrange for prompt clearance of station outstanding (correct)
  • Monitor station staff performance
  • Audit accounts for discrepancies
  • Record transactions for the Accounts Office

    • What is the typical timeframe for the Accounts Office to raise debits against stations?

  • At the end of each fiscal year
  • One month of accountal
  • Within six months of the close of the month of accountal (correct)
  • Immediately after detecting errors

    • How should admitted debits of Rs. 10 and below be handled by the staff?

  • Ignored if not significant
  • Made good immediately in cash (correct)
  • Paid through salary deductions
  • Reported to the Accounts Office

    • What should be done with admitted debits for amounts greater than Rs. 10?

    <p>Made good immediately, preferably in cash or salary deductions in installments (D)</p> Signup and view all the answers

    When can exceptions to the usual debit raising protocol occur?

    <p>In cases of detected errors by Inspectors and Audit officials (A)</p> Signup and view all the answers

    What approach should be taken for heavy debits that cannot be recovered promptly?

    <p>Suggest informal payment in installments from staff resources (D)</p> Signup and view all the answers

    What action should be initiated for the recovery of the debit from the responsible staff's pay bill?

    <p>Initiate a debit recovery process (D)</p> Signup and view all the answers

    What is required from stations in response to any debits raised?

    <p>Replies to the debits within one week (C)</p> Signup and view all the answers

    What is the purpose of maintaining liaison between the Station Staff and the Accounts Office?

    <p>To facilitate prompt clearance of station outstandings (B)</p> Signup and view all the answers

    What is the primary responsibility of inspecting officials regarding Tariffs at stations?

    <p>To ensure proper posting of corrections (A)</p> Signup and view all the answers

    What should be done if an inspector detects an error in station accounts?

    <p>The Accounts Office may choose not to raise debits under certain circumstances (B)</p> Signup and view all the answers

    What should be monitored by both Divisional and Headquarters Offices?

    <p>Statistics of Station Outstandings (B)</p> Signup and view all the answers

    Which of the following statements is true regarding recovery practices?

    <p>Specified recovery methods should be applied, depending on the amount (D)</p> Signup and view all the answers

    What special emphasis should be given when launching drives for clearance of outstandings?

    <p>Clearance of admitted debits and outstandings over 3 months old (D)</p> Signup and view all the answers

    What is a common risk associated with sidings where inward wagons are placed?

    <p>Accumulation of outstanding payments (A)</p> Signup and view all the answers

    What process should be conducted monthly regarding wagons placed in a siding?

    <p>Monthly reconciliation with invoices (B)</p> Signup and view all the answers

    Which department is responsible for arranging special drives for outstanding clearances?

    <p>Commercial and Accounts Department (B)</p> Signup and view all the answers

    What type of communications should staff properly study and act upon?

    <p>Rate Advices and circulars (A)</p> Signup and view all the answers

    What is the goal at the end of each financial year regarding station outstandings?

    <p>To keep outstanding within the fixed target (A)</p> Signup and view all the answers

    What should be collected by siding holders in relation to delivered wagons?

    <p>Freight, siding charges, and demurrage (A)</p> Signup and view all the answers

    What should be done if an employee's inability to pay is due to continued neglect?

    <p>Disciplinary action should be considered. (B)</p> Signup and view all the answers

    What is the role of the Outstandings Branch in the Commercial Department?

    <p>To act as liaison between station staff and Accounts Office. (B)</p> Signup and view all the answers

    When should admitted debits be furnished to the Divisional Railway Manager?

    <p>After details are observed by relieving staff. (C)</p> Signup and view all the answers

    What should happen if the grounds for objecting to a debit are found to be inadequate?

    <p>Discipline follows the Railway Servants (Discipline and Appeal) Rules. (A)</p> Signup and view all the answers

    What is a primary goal when dealing with outstanding amounts?

    <p>To obtain necessary sanctions promptly for clearance. (B)</p> Signup and view all the answers

    What action should be taken if heavy debits appear to result from continued negligence?

    <p>Disciplinary actions should be initiated. (D)</p> Signup and view all the answers

    What happens if it is deemed appropriate to write off a debit?

    <p>Obtaining necessary sanction for clearance. (C)</p> Signup and view all the answers

    What should relieving staff be allowed to do regarding admitted debits?

    <p>Review and provide feedback on the debits. (C)</p> Signup and view all the answers

    What defines the function of the Accounts Office in relation to error sheets?

    <p>They address matters related to withdrawal of debits. (B)</p> Signup and view all the answers

    What should happen to employees with repeated heavy debits arising from negligence?

    <p>They should not continue in cash handling positions. (A)</p> Signup and view all the answers

    What is the primary action to be taken when an employee's failure to pay admitted debits stems from continuous negligence?

    <p>The administration should explore disciplinary action against the employee. (D)</p> Signup and view all the answers

    Which of the following is NOT a step outlined in the text regarding the handling of objected debits?

    <p>The employee should be notified of the debits raised against them within 24 hours. (D)</p> Signup and view all the answers

    According to the provided text, what should ideally happen if an employee admits to a debit but cannot pay it in cash?

    <p>The administration should consider the feasibility of taking disciplinary action if there are indications of negligence on the part of the employee. (B)</p> Signup and view all the answers

    In the case of continuously heavy admitted debits against commercial staff, what action is suggested by the text?

    <p>Disallowing the employee from continuing their position involving cash handling. (B)</p> Signup and view all the answers

    Within the procedures for handling objected debits, what action should be taken if the railway servant's grounds for objecting are deemed insufficient?

    <p>The employee should be subject to disciplinary actions, according to the Railway Servants (Discipline and Appeal) Rules, 1968. (A)</p> Signup and view all the answers

    Which statement BEST characterizes the role of the Outstandings Branch within the Commercial Department?

    <p>To act as a mediator between the station staff and the Accounts Office regarding debits. (C)</p> Signup and view all the answers

    When can exceptions to the typical protocol for handling admitted debits be considered?

    <p>When the employee can demonstrate financial hardship. (A)</p> Signup and view all the answers

    What is the primary goal when handling outstanding amounts?

    <p>To ensure that all outstanding amounts are cleared promptly and efficiently. (B)</p> Signup and view all the answers

    What action should be taken if admitted debits are deemed to be repeatedly high and not due to genuine error?

    <p>The employee should not be allowed to handle cash transactions. (B)</p> Signup and view all the answers

    What is the correct procedure for recovering admitted debits from an employee's salary?

    <p>The Divisional Railway Manager should initiate the deduction through the employee's salary bill. (B)</p> Signup and view all the answers

    What is the maximum time frame for an Accounts Office to raise debits against stations during regular circumstances?

    <p>Within six months of month-end (D)</p> Signup and view all the answers

    Which of the following must happen if a station receives debits that are admitted and valued at Rs. 5?

    <p>The amount should be made good immediately in cash (B)</p> Signup and view all the answers

    What should be the recommended recovery method for debits exceeding Rs. 10?

    <p>Partial recovery through salary in suitable installments (B)</p> Signup and view all the answers

    Under what condition can heavy debits raised against staff be suggested to be paid from their own resources?

    <p>If the amount cannot be recovered in a reasonable period (C)</p> Signup and view all the answers

    What is the expected action timeline for a station staff's response to debits raised?

    <p>Within one week (B)</p> Signup and view all the answers

    How should admitted debits for amounts greater than Rs. 10 be generally handled?

    <p>Paid through installments as feasible (D)</p> Signup and view all the answers

    What is the role of the Accounts Office regarding debits detected as errors by inspectors?

    <p>Errors must be corrected and debits raised only thereafter (A)</p> Signup and view all the answers

    What is the purpose of having a liaison between the Station Staff and the Accounts Office?

    <p>To streamline the process of raising and clearing debits (A)</p> Signup and view all the answers

    What should be the approach if a debit appears to be invalid but the grounds for objection are inadequate?

    <p>Immediate payment of the debit is required (B)</p> Signup and view all the answers

    What should be done if a staff member consistently shows neglect in managing their debits?

    <p>Take disciplinary action towards the employee (D)</p> Signup and view all the answers

    Which of the following is MOST likely to contribute to the accumulation of station outstandings?

    <p>Reluctance of siding holders to surrender railway receipts and pay freight, siding charges, and demurrage for delivered wagons. (B)</p> Signup and view all the answers

    What action should be taken when an admitted debit cannot be recovered promptly, despite efforts to contact the responsible staff and facilitate payment?

    <p>Steps should be taken to initiate recovery of the debit directly from the staff member's pay bill. (D)</p> Signup and view all the answers

    What is the primary rationale behind conducting a monthly reconciliation of wagons placed in a siding, their linking with relevant invoices, and the surrender of railway receipts by the siding holder?

    <p>To effectively monitor the timely payment of freight, facilitate proper billing, and identify any outstanding debts. (D)</p> Signup and view all the answers

    Which of the following aspects should be given SPECIAL emphasis when launching drives to clear station outstandings?

    <p>Expediting the clearance of outstandings on account of admitted debits over 3 months old. (C)</p> Signup and view all the answers

    What is the primary responsibility of inspecting officials with regard to Tariffs at stations?

    <p>To ensure that the station staff is familiar with the most recent Tariffs updates and can correctly apply them. (D)</p> Signup and view all the answers

    What is the most direct implication of a siding holder failing to surrender a railway receipt upon the delivery of a wagon?

    <p>The station staff is unable to properly record the receipt of the wagon, creating a potential issue in accounting for the traffic. (D)</p> Signup and view all the answers

    What is the expected outcome at the end of each financial year regarding station outstandings?

    <p>The final balance should be maintained within the target set by the Railway Board. (D)</p> Signup and view all the answers

    What is the primary reason for maintaining proper statistics regarding station outstandings in both the Divisional and Headquarters Offices?

    <p>To track the progress of clearing outstandings and identify any potential trends or issues requiring attention. (A)</p> Signup and view all the answers

    Which of the following is NOT a common cause of an outstanding amount related to a wagon placed in a siding?

    <p>The station staff's failure to properly inspect the wagon for potential damage or defects prior to delivery. (B)</p> Signup and view all the answers

    What is the primary goal when dealing with outstanding amounts at stations?

    <p>To ensure that all debits are promptly recovered, minimizing the overall outstanding balance. (B)</p> Signup and view all the answers

    What should be prioritized for clearance during special drives for outstandings?

    <p>Outstandings for amounts greater than 3 months old (B)</p> Signup and view all the answers

    What is required for maintaining proper statistics of station outstandings?

    <p>Up-to-date records from both Divisional and Headquarters Offices (C)</p> Signup and view all the answers

    What precaution should be taken regarding sidings with inward wagons?

    <p>A close watch on the surrender of railway receipts and payment of freight (C)</p> Signup and view all the answers

    What should inspecting officials ensure about the Tariffs at stations?

    <p>They are kept current with all rate changes and circulars (A)</p> Signup and view all the answers

    What should be done after monthly reconciliation of wagons in a siding?

    <p>Link statistics to the relevant invoices and assess outstanding freight (D)</p> Signup and view all the answers

    What effort is needed to maintain clearance of station outstandings at the end of the financial year?

    <p>Joint arrangements by the Commercial and Accounts Department for special drives (B)</p> Signup and view all the answers

    What is a common challenge associated with sidings that lack proper surrender procedures?

    <p>Increased vulnerability to overdue payments (B)</p> Signup and view all the answers

    What should be done if errors are detected in station accounts by inspectors?

    <p>Corrections should be posted immediately and monitored (A)</p> Signup and view all the answers

    What role does the Accounts Department play regarding error sheets?

    <p>Issues debits based on identified errors (C)</p> Signup and view all the answers

    What action should be taken if an employee's admitted debits are found to be the result of negligence?

    <p>Disciplinary action should be considered. (A)</p> Signup and view all the answers

    What is the primary criteria for an employee to handle cash if they have heavy admitted debits?

    <p>The presence of genuine error in the debits. (B)</p> Signup and view all the answers

    Who should be informed about admitted debits for initiating recovery through salary bills?

    <p>The Divisional Railway Manager. (D)</p> Signup and view all the answers

    What should be done if it is determined that the grounds for objecting to a debit are not adequate?

    <p>The penalty of recovery should be imposed. (C)</p> Signup and view all the answers

    What is a key responsibility of the Outstandings Branch regarding debits?

    <p>Scrutinizing the Error Sheets. (A)</p> Signup and view all the answers

    What should be prioritized when considering the writing off of outstanding amounts?

    <p>Prompt action to obtain necessary sanction. (C)</p> Signup and view all the answers

    What is expected from relieving staff regarding debits raised against them?

    <p>Offering their comments on the debits. (B)</p> Signup and view all the answers

    If an employee has persistent heavy debits, what is the recommended course of action?

    <p>They should be moved to a non-cash role. (D)</p> Signup and view all the answers

    What process is suggested if it is deemed necessary to retrieve penalties from an employee?

    <p>Communicating openly about salary deductions. (C)</p> Signup and view all the answers

    What role is played by the Accounts Office in the context of error sheets?

    <p>Addressing withdrawal requests for debits. (D)</p> Signup and view all the answers

    What is the usual timeframe for stations to respond to debits raised against them?

    <p>Within one week (B)</p> Signup and view all the answers

    What should be done with admitted debits that are Rs. 10 and below?

    <p>Paid in cash immediately (D)</p> Signup and view all the answers

    What is a recommended method for recovering admitted debits over Rs. 10?

    <p>Recovery through salary bills in instalments (B)</p> Signup and view all the answers

    In which scenarios can exceptions to the usual debit raising protocol occur?

    <p>Only if errors detected by Inspectors or Audit officials (B)</p> Signup and view all the answers

    What action should be encouraged for heavy debits that cannot be quickly recovered?

    <p>Payments from personal resources in cash (D)</p> Signup and view all the answers

    What should occur if debits are raised against stations in special circumstances?

    <p>They should still follow the usual process (B)</p> Signup and view all the answers

    What type of liaison should exist between the Station Staff and the Accounts Office?

    <p>Regular and effective communication (A)</p> Signup and view all the answers

    Under what condition might the staff be suggested to cover their debits through their personal resources?

    <p>If they admit their debts (D)</p> Signup and view all the answers

    What should be done regarding debits raised against stations within six months?

    <p>Responded to promptly by the concerned stations (D)</p> Signup and view all the answers

    What action is recommended if admitted debit amounts are consistently high?

    <p>Further examination of the cause of neglect (B)</p> Signup and view all the answers

    Study Notes

    Machinery for Ensuring Prompt Clearance of Station Outstandings

    • The Commercial Department is responsible for ensuring prompt clearance of station outstanding.
    • Necessary machinery for this must exist in both the Divisional and Headquarters Commercial Offices.

    General Instructions for Ensuring Clearance of Station Debits

    • Debts should be raised within six months of the end of the accounting month.
    • Replies to these debts must be received within one week.
    • Debts of Rs. 10 or less, if admitted, should be settled immediately in cash.
    • Larger admitted debts should be settled in cash or through salary deductions, if possible.
    • For large debts, staff should be encouraged to pay from their own resources; if not, disciplinary action might be considered. Disciplinary action is considered for continued neglect or inefficiency.
    • Staff involved in repeated or significant outstanding debts related to cash handling may be reassigned.
    • Relieving staff should provide feedback on outstanding debts against them.
    • The Divisional Railway Manager should support debt recovery through salary deduction or cash payments, as appropriate.
    • Debts can be written off in part or full upon appropriate sanction.
    • Objected debts should be reviewed for cause and investigated according to Railway Servants (Discipline and Appeal) Rules (1968) for potential penalties and recovery from salary.

    Outstandings Branch

    • This branch acts as a liaison between station staff and the Accounts Office.
    • Examination of error sheets (Paragraph 2802 of the Accounts Code, Part II) is performed.
    • If a debit should be withdrawn, Accounts Office is notified.
    • Actions for debit recovery from staff salary are initiated if the debit is valid.

    Inspecting Officials & Tariffs

    • Inspecting officials must ensure tariffs and rate advice are up-to-date.
    • Corrections should be accurately posted according to the correct rates and fares.

    Statistics of Station Outstandings

    • Proper statistics are to be maintained in both Divisional and Headquarters Offices.
    • This allows systematic monitoring of outstanding clearance progress.

    Special Drives for Clearance of Outstandings

    • Ensuring that outstanding targets set by the Railway Board are met at the end of each financial year.
    • Joint Commercial and Accounts Department drives to clear outstanding debts, focusing on admitted debts and those over 3 months old.

    Special Watch on Siding Holder Outstandings

    • Close monitoring of sidings with unpaid freight and receipts is necessary, especially those where inward wagons are placed without prior surrender of railway receipts.
    • Monthly reconciliation of wagons, receipts, payment, and outstanding charges for sidings is essential.
    • Ensuring that outstanding are not allowed to accumulate via consistent efforts.
    • Special attention is given to ensure that railway receipts are surrendered and freight is paid by siding holders.

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    Station Outstandings - Indian Railways PDF

    Description

    This quiz covers the essential procedures for the prompt clearance of station outstanding debts as outlined by the Commercial Department. It includes important deadlines for raising and responding to debts, as well as guidelines for cash settlements and disciplinary actions for significant outstanding debts.

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