Station Outstandings - Indian Railways PDF

1/27/25, 8:37 PM CHAPTER X STATION OUSTANDINGS Machinery for ensuring Prompt Clearance of Station Outstandings 1001 CHAPTER X STATION OUTSTANDINGS Machinery f...

1/27/25, 8:37 PM CHAPTER X STATION OUSTANDINGS Machinery for ensuring Prompt Clearance of Station Outstandings 1001 CHAPTER X STATION OUTSTANDINGS Machinery for ensuring Prompt Clearance of Station Outstandings 1001. One of the functions of the Commercial Department is to arrange for the prompt clearance of station outstanding. The necessary machinery for ensuring this and for the requisite liaison between the Station Staff and the Accounts Office should exist both in the Divisional Commercial Offices and the Headquarters Commercial Office. General Instructions for ensuring Clearance of Station Debits 1002. While the action to be taken in respect of each individual item of outstanding must depend on the merits of the case, the following general instructions are intended for ensuring prompt clearance of debits raised against stations:— (i) Except in special circumstances and in case of errors detected by the Inspectors of Station Accounts and officials of the Audit Department, Accounts Office should ordinarily raise debits against the Stations within six months of the close of the month of accountal of transactions in station returns. Replies to these debits should be furnished by the stations within one week. (ii) Recovery of admitted debits.—Accounts Office debits for Rs. 10 and below, if admitted, and disallowances by the Cashier on account of short remittances and base coins should be made good immediately by the staff concerned, in cash. Admitted debits for more than Rs. 10 should also be made good by the staff concerned, in cash, as far as possible, or by making recoveries through their salary bills in suitable instalments. (iii) When the debits raised against staff involve heavy amounts which cannot be recovered within a reasonable period, it should be informally suggested to the staff concerned, that in their own interest they might, if they can, pay up the amount from their own resources in cash in suitable instalments. In cases where the employee is unable to pay the amount in cash, the Administration should consider the feasibility of taking disciplinary action where it is found that the situation is the result of continued neglect of inefficiency on the part of the employee. Commercial staff against whom the admitted debits are raised repeatedly and are heavy and where there are reasons to believe that such heavy debits are not in consequence of genuine error but continued negligence or wilful conduct, should not ordinarily be allowed to continue in posts involving cash handling. (iv) Adequate facilities should be afforded to relieving staff to enable them to offer their remarks on debits raised against them. Thereafter, details of admitted debits should be furnished to the Divisional Railway Manager, under whom the employee is working to enforce recovery of debits through their salary bills or by asking the staff to pay in cash. (v) If it is considered that the merits of the case warrant the outstanding being written off either in full or in part, prompt action should be taken to obtain necessary sanction, the objective being that the clearance of the outstanding is not unduly delayed. (vi) Objected debits should be carefully scrutinised by the Commercial Branch working in conjunction with the Accounts Office and where the grounds furnished by the railway servant for objecting to the debit are found to be not in order, the procedure laid down in the Railway Servants (Discipline and Appeal) Rules, 1968 should be followed for imposing the penalty of recovery from the pay of the Railway Servant of the whole or part of the pecuniary loss caused to Govt. by his negligence or breach of orders. The final order imposing the penalty should be communicated to the railway servant in writing. (vii) Outstandings Branch.—The function of the Outstandings Branch of the Commercial Department, where one exists, is to act as liaison between the station staff and the Accounts Office. The trefoils of the Error Sheets (Paragraph 2802 of Accounts Code. Part II) will be scrutinized by this Branch. If a debit is to be withdrawn, the Account Office will be addressed on the subject. If. however, the debit holds good, the action necessary for the recovery of the debit from the pay bill of the staff responsible should be initiated. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/IRCTCD/TrafficCommericalDepartmentCh10_data.htm#1001. 1/2 1/27/25, 8:37 PM CHAPTER X STATION OUSTANDINGS Machinery for ensuring Prompt Clearance of Station Outstandings 1001 Inspecting Officials to watch proper posting of corrections in Tariffs at Stations 1003. Inspecting officials should see that the Tariffs are kept up-to-date by the staff and the Rate Advices and other circulars involving changes in rates and fares are properly studied and acted upon by the staff. Statistics of Station Outstandings 1004. Proper statistics must be maintained both in the Divisional and the Headquarters Offices so that the appropriate officers may systematically watch the progress in respect of clearance of outstandings. Special Drives to be launched for Clearance of Outstandings 1005. Every effort should be made to keep the outstanding at the end of each financial year within the target fixed by the Railway Board. The Commercial and Accounts Department of the Zonal Railway should jointly arrange special drives to be launched for clearance of outstandings. special emphasis being given to clearance of outstandings on account of admitted debits and other station outstandings over 3 months old. Special Watch to be kept at the outstanding of Siding Holder 1006. Those sidings where inward wagons are placed without prior surrender of railway receipts and collection of freight are specially vulnerable to accumulation of outstanding. A special watch has, therefore, to be kept on surrender of railway receipts and payment of freight, siding charges, demurrage etc. by the Siding holder in respect of all wagons delivered at the siding. Monthly reconciliation should be done of the wagons placed in a siding, their linking with the relevant invoices, surrender of railway receipts by the siding holder and collection of freight so as to get a correct picture of the traffic for which railway receipts have not been surrendered by the party and freight also is outstanding. Constant endeavours have to be made to ensure that the position is kept up-to-date and outstandings arc not al lowed to accumulate. *****--------****** https://indianrailways.gov.in/railwayboard/uploads/codesmanual/IRCTCD/TrafficCommericalDepartmentCh10_data.htm#1001. 2/2