IRCM Volume 2, Chapter 30 Miscellaneous (PDF)

11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 CHAPTER XXX MISCELLANEOUS 3001. Advance statement of gross earning...

11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 CHAPTER XXX MISCELLANEOUS 3001. Advance statement of gross earnings and traffic handled.—To enable the railway administration to keep a watch over the trend of traffic offerings on the railway, each station including an out-agency and city booking office, should prepare an 'advance statement of gross earnings and traffic handled' as detailed in paras 3002 to 3012 below. As this is one of the important returns, it should be prepared carefully and written legibly and neatly. 3002. The 'advance statement of gross earnings and traffic handled' should be compiled, checked and despatched under a special cover superscripted 'advance statement of gross earnings and traffic handled' and addressed to the authority notified for this purpose, on the day following the close of each tri-monthly period, i.e., on the 11th and 21st of the same month and the 1st of following month for the three tri-monthly periods of a month respective by Detailed instructions regarding the manner in which the above covers are to be despatched will be notified by each railway administration separately. 3003. (a) The 'advance statement of gross earnings and traffic handled' should take into account only the traffic originating from the station both paid and to-pay. If the station happens to be a junction with Pakistan Railways, the traffic coming from Pakistan Railways, and passing the station into Indian territory, also shall be accounted by that station under originating traffic. For traffic booked to Pakistan Railways, the station will include through traffic outward, the entire traffic and the Indian Railways' share only of earnings. (b) For the preparation of this statement, out-agencies should consider themselves as stations on the railway served by them but the earnings to be reported should be the share of earnings due to Indian Railway excluding the cartage charges for the road portion Traffic booked to out- agencies should be treated as local or through traffic, according as the railway station serving the out-agency is on the same or other railway as for the reporting station. (c) The earnings of the flag stations, which do not maintain and submit separate balance sheets to the Traffic Accounts Office, should be exhibited distinctly in the statement of the depot station. (d) In all cases, a copy of the statement should be retained as station record. 3004. (a) The figures compiled for a particular period should be compared, separately by each category, with the figures of the corresponding period of the preceding year, and brief remarks for abnormal variations, if any, recorded in the appropriate column of the statement. The reasons for variations in the traffic should be specific and not vague. For the guidance of the station staff, a few specimen of specific remarks are given below :— 1. "Increase in passengers traffic due to................ (a fair/festival/conference/marriage season" or "decrease attributed to road competition to the extent of Rs................. 2. "Increase in other coaching earnings due to increase in.......................... (parcels traffic/ military of other specials'' or' 'decrease cue to early cessation of mango traffic". 3. "Increase in goods earnings due to increased booking under........................(livestock, cotton raw or pressed, piece-goods, etc." or "decrease due to......................(failure in crops, less output by factories served by the station, or less demand for finished goods, etc.)" or "decrease attributed to competition from road or inland waterways transport to the extent of Rs........... ". 4. "Increase/decrease/in sundry other earning due to more/ less receipts under................... rent, etc." (b) The figures of decrease in earnings attributed to road river sea competition should be shown only alter establishing that the traffic previously carried by rail had been diverted to road river sea; it should not be based on mere presumption. In the absence of definite knowledge, the https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 1/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 figures of loss due to such competition need not be shown. 3005. The 'advance statement of gross earnings and traffic handled' should be prepared in six parts, as indicated below — Pact I Passenger traffic including Government passenger traffic. Part II Other coaching earnings including Government and other coaching traffic. Part III Goods earnings. Part IV Sundry other earnings. Part V Total earnings. Part VI Earnings commodity. 3006. The figures relating to passenger traffic, will be picked up from the periodical totals of the daily trains cash book-cum-summary, should be posted in the pro forma appearing at Appendix XXX/A. INSTRUCTIONS FOR FILLING OF THE ADVANCE STATEMENT OF GROSS EARNINGS AND TRAFFIC HANDLED BY THE STATION STAFF (a) GENERAL 1. This is one of the most important return. it should be prepared carefully and legibly. 2. This return shall be prepared for each tri-monthly period, namely, 1st to 10th, 11th to 20th and 21st to the end of each month. 3. This return shall be compiled, checked and despatched under a special cover superscribed "Advance returns of Gross earnings and traffic handled' and addressed to............on the day following the close of each tri-monthly period. The office copy should be examined carefully for check by inspecting officials. 4. Both local outward and through traffic outward should be included. (b) PASSENGER TRAFFIC—Table I 1. In computing the number of passengers in column 2 and 3, each single journey child ticket shall be counted as one passenger, each return journey ticket as 2 passengers, each monthly season ticket as 150 passengers and each quarterly season ticket as 150 passengers, circular Journey ticket round tour tickets should be counted as single journey tickets. 2. The figures in columns 2, 3, 4, 6, 7, 3, 10 and 11 shall include both ordinary and military traffic. The particulars of blank card or paper tickets issued shall also be included under the relevant classes. In the case where soldier tickets are issued for a party of military personnel, the number of passengers (and not the number of soldier tickets issued) shall be shown. 3. In column No. 4 shall be included the number of Passengers travelling without tickets and exercised. The number of passengers issued excess fare tickets or receipts or memo either towards extension of journeys or as difference in fares between one class and its higher class shall not be included in the statement. 4. In column 8 the amount of all excess fares shall be included whether collected from passenger travelling without tickets or for extension of journeys or as difference in fares between one class and its higher class. The excess fare collected as difference of fares shall be shown against the higher class. The figures shall include not only the amount collected by the Ticket Collectors at the station but also the amount collected by Travelling Ticket Inspectors or Examiners (whether headquartered at the station or some other station) who remit the collected amount at the https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 2/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 stations. The figure in this column shall not include the amount collected either as excess fare on uncooked luggage or penalties levied on passengers for irregular travelling. 5. When a combined ticket is issued either for mail or ordinary under the same class or for two or more different classes, the particulars of such combined tickets shall be shown against the class in which the traffic originates. 3007. The figures relating to other coaching traffic, which will be picked up from the relevant cash books and other initial documents, shall be posted in the 'advance statement of gross earnings and traffic handled', Part II, in the proforma appearing at Appendix XXX/B. OTHER COACHING TRAFFIC—TABLE II 1. Against the head luggage including military baggage (item No. 1) shall also be included the amounts collected as excess fare on unbooked luggage by the Ticket Collectors at the station as well as by Travelling Ticket Examiners or Inspectors who remit their cash at the station. 2. Under the head parcels to-pay traffic (item No. 4) shall be excluded the paid on charges on rebooked parcels. 3. The amount of penalties collected for irregular travelling and included in excess fare tickets, receipts or memo (whether by Ticket Collectors or Travailing Ticket Examiners or Inspectors) shall be included against the head '"Penalties collected for irregular travelling (item No. 3). 4. Under the head left luggage demurrage etc. (item No. 7) shall be included the demurrage collected at the station on inward and booked parcels. 5. Miscellaneous other coaching earnings (item No. 8) shall include ail items of other earnings not included under items Nos. 1 to 7 such as earning from platform tickets, reservation charges for berth or seats, retiring room fees, etc. 6. The amount of undercharges detected or refund of overcharges allowed by the station at the time of delivery of parcel's (item Nos. 9) should be included as the same cannot be included by the forwarding stations in their returns. 7. Amount of deposits which are refundable shall not be included. 3008. The total earnings as per Parts I and II of the 'advance statement of gross earning and traffic handled' should be added to arrive at the figures for 'total coaching traffic' which will be shown in Part V of the statement. 3009. The figures relating to the earnings from Goods Traffic will be picked up from the goods cash book for outward paid traffic and from the goods outward book for outward to-pay traffic, and will be posted against the respective headings in Part III of the 'advance statement of gross earnings and traffic handled' in the pro forma appearing at Appendix XXX/C. The station staff should particularly ensure that the freight charge on non-revenue traffic, i.e., railway materials and stores traffic booked on railway material consignment notes, are not included in the statement. GOODS TRAFFIC—TABLE III 1. The goods traffic figure (item No.1) shall include also the particulars of consignments rebooked by the station. Only the further to pay freight charges shall be included. The paid-on charges shall not be included. 2. Against the head demurrage wharfage and storage collected (item No. 2) shall be included not only the cash collected (and not the amount accrued) on outward consignments but also those of inward and rebooked consignments. 3. Other miscellaneous goods earnings (item No. 3) shall include all sundry goods earnings creditable to the Head 630 in Abstract 'Y' as earnings, such as crane charges, shunting charges https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 3/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 siding charges etc. 4. The amount of undercharges detected or refund of over charges allowed by the station at the time of delivery of goods (item Nos. 4 & 5) should be included as the same cannot be included by the forwarding stations in their returns. 5. Amount of deposit like wagon registration fees shall not be included. 3010. (a) The amount pertaining to 'sundry other earnings' should be entered in Part IV of the 'advance statement of gross earnings and traffic handled' in the pro forma appearing at Appendix XXX/D. Besides the telegraph earnings, which will be posted separately against the relevant head, the sundry other earnings will include the earnings, on account of platform vendors' fees, bed roll charges, rents and tolls, earnings will include the earnings as shown below. The charges will be shown separately for those collected in the booking office and in the goods shed. (b) The total amount of Parts I, II, III and IV of the statement should be recorded at the end of Part V against the head 'Total gross earnings'. SUNDRY OTHER EARNINGS—TABLE IV All other sundry earnings (item Nos. 2 & 3) shall include all the sundry earnings creditable to Abstract Z' other than telegraph earnings as rent on buildings and land, sub proceeds of unclaimed & damaged goods, and gross excess in cash interest and maintenance charges on account of sidings, saloons, level crossings etc. from private bodies, sale of time tables, license fee etc. etc. The amount of deposit which is refundable shall not be included. 3011. The freight earnings by important commodities will be entered in Part VI of the 'advance statement of gross earnings and traffic handled' in the pro forma appearing at Appendix XXX/E. The earnings (in Rs.) for the current period as well as for the corresponding period of the previous year, should be shown side by side for each commodity. The causes of variations for individual commodity should also be shown. 3012. The commodity-wise split of the amount of the revenue earning goods traffic, will be shown separately in the proforma at appendix XXX/E-I for individual commodity. 3013. Lease and licence.—(a) Standard size plots of land, as also buildings and other structures within railway premises, are leased | licensed to outsiders by the Headquarters or Divisional Office for stacking rail-borne goods or for any, other specified purpose such as operating a cycle stand, etc. The Lessees |Licensees are required to execute an agreement indicating, inter-alia, the purpose for which the lease license is granted. A copy of the agreement will be furnished to the Station Master by the Divisional Office to ensure that the conditions attached to lease license are correctly fulfilled by the lease licensee. (b) It should be ensured by the Station Master and inspecting officials that the standard size plots have been properly demarcated and that there are no unauthorized infringements. It should also be examined whether the parties holding the plots of land are regularly booking consignments from the station and that they are not merely retaining plots for purposes other than railway transaction. 3014. (a) At all stations, irrespective of whether a lease or a licence has been granted at the station or not, a lease and licence register should be maintained in Form Com.|V-3. A separate page should be allotted for each asset plot and as index to the register should be kept posted up- to-date to facilitate easy reference. The Station Master is personally responsible to ensure that the required particulars are correctly posted in the register in accordance with the information furnished to him by the Headquarters Divisional Office. Where intimation of lease or licence is received from the Headquarters Divisional Office in advance of the execution of the agreement, particulars in the register should be filled up to the extent possible, leaving the other columns blank. If a copy of the agreement in connection with such advance intimation is not received within a reasonable time. The same should be called for from the Head Quarters [Divisional Office concerned. On receipt of the copy of the agreement, the remaining columns in the register will be filled up. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 4/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 (b) Station Masters arc responsible for realizing the licence fee and other charges due from lessees of licensees at their stations as stipulated in the agreement, as also for accounting the same as miscellaneous receipts vide paras 1230 and 1231. (c) Any case of encroachment or subletting of the lease license or violation of other stipulations of the agreement by the lessee licensee should be reported to the Divisional Commercial Superintendent, endorsing a copy to the Chief Commercial Superintendent, wherever necessary. (d) A monthly statement showing the particulars of recovery of lease licence fees during the month should be submitted to the Divisional Commercial Superintendent and to the Traffic Accounts Office, along with the relevant balance sheet. On railways where the work is decentralized this statement should be sent to Divisional Accounts Office instead of to the Traffic Accounts Office. 3015. Licensed Porters.—(a) Licensed Porters are engaged by the railway administration for carrying passengers' luggage within the station limits, on payment of prescribed porterage charges. Such Porters are required to wear shirts of the prescribed colour with a piece of cloth indicating the porter age charges stitched on the pocket, as- also a metal badge, indicating the licence number, on their arms. The charges payable to the licensed Porters are notified for the information of all concerned through time tables| guides and other notices displayed at each station. The porterage charges are also announced for the information of the passengers through loud-speakers, wherever they are provided. The Station Masters should see that the licensed Porters, with proper shirts and badges, are present at the time of all trains carrying passengers and that there is no harassment, whatsoever, to the travelling public, by the licensed Porters. (b) No unlicensed porter should be allowed to operate at station, where licensed porters arc available. (c) The licence fee as also the security deposit if any recoverable from the licence porters will be fixed by the Divisional office and will be advised to the Station Master concerned and the Traffic Accounts office. On collection of the licence fee and the security deposit, a money receipt (from Com.|M-2) should invariably be issued and the amount accounted for as "Miscellaneous receipts" vide paras 1230-31. (d) At stations where licensed Porters are engaged, a register of licensed Porters should be maintained in the Pro forma appearing at Appendix XXX/F. A monthly statement of licence fee and security deposits collected from the licensed Porters should be prepared in the pro forma appearing at Appendix XXX/G in triplicate, by carbon process, One copy of the Office and the Traffic Accounts Office and the third copy retained as record at the station. 3016. Accountal of Railway Recruitment Board applications forms, Time tables, tariff and other publications.—The Railway Service Commission application forms, time tables, tariffs, and other publications, etc., meant for sale to public, will be sent to stations by the Divisional Office in sealed packets booked under free service way-bills. Each such supply will be accompanied by a issue note in the pro-forma appearing at Appendix XXX/H. On receipt, the articles should be compared with the issue note which will be received in duplicate along with the articles it covers. One copy of the issue note should be returned to be Divisional Office after recording the month in which the articles have been accounted in the station balance sheet, and the other copy retained as station record. 3017. (a) The value of articles received during a month should be taken to debit in the station balance sheet for the same month under separate heard for each kind of article, quoting reference to the issue note under which the supply was received. The number and value of articles remaining unsold at the end of the month will be shown as 'outstanding' under distinct heads separately for each kind of article. When the articles are sold, the sale proceeds should be accounted for in the relevant cash book under a separate head for each kind of article. (b) The number and value of each kind of article received and or sold should also be simultaneously posted in a register, a pro forma of which appears at Appendix XVIII/D. This register should be posted, in duplicate, by carbon process, separately for each kind of article. At https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 5/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 the end of the months, the pencil copy of the register should be submitted to the Traffic Accounts Office and the carbon copy retained as station record. (c) On the last day of each month, the Station Master should personally count the number and value of each kind of articles on hand and record the same in the register over his full dated signature. 3018. Telephones.—Public call telephones are installed at certain stations by the Posts and Telegraphs Department. The amount in respect of such telephones is generally collected, accounted and remitted by the officials of Posts and Telegraphs Department. At stations where the public call telephones are manned by the railway staff, a serially machine numbered receipt should be issued., in duplicate, by carbon process, separately for each call, from the books supplied by the Posts and Telegraphs Department for this purpose. The total amount collected during the day should be accounted for in the cash book under a distinct head 'Telephone calls'. At the end of the month, a statement showing telephone call charges collected during the month should be prepared, in duplicate, by carbon process, in the pro forma appearing at Appendix XXX/J. One copy of the statement should be submitted to the Traffic Accounts Office along with the relevant balance sheet and the other copy retained as station record. 3019. (a) The telephones installed on railway account at the stations, including those installed in the reservation office, parcels office or goods shed, are generally meant for inward calls only for obtaining information required by the calling party. The use of such telephones for outward calls should normally be allowed to railway staff using the telephone in performance of their duties only. However, for the convenience of persons staying in the retiring rooms or other specified categories, the Divisional Commercial Superintendent may authorize a station to permit use of the telephones for outward local calls only by such persons on payment of the usual charges prescribed for public call telephones. This facility should be afforded for outward calls only and not for inward calls or for the receipt and communication of phone messages. (b) The amount collected should be posted in a register showing the date and serial number of the call, the person calling and the party called, as also the amount collected. This register should be posted in duplicate, by carbon process. At the end of the month, one copy of the register should be submitted to the Traffic Accounts Office and the other copy retained as station record. The amount collected should be accounted for under a separate head 'Telephone calls'. 3020. Maintenance of accounts at joint stations.— At joint stations, the traffic originating on the working railway and each one of the using railways should by accounted for in separate set of books in accordance with the instructions issued by respective railway administrations. Unless otherwise notified, the cash collected on account of the traffic relating to the owning/using railway will be remitted to the cash office of that railway. Similarly, station returns and other documents will be submitted to the Traffic Accounts Offices of the respective railways. 3021. Running power traffic.—When running power is exercised by one railway over the track owned by another railway, the earnings derived from the trains of the using railway should be remitted to. and accounted for in the books of, the owning railway. In such cases, unless otherwise notified, the tickets, waybills, invoices, etc., will be issued from the stock of the owning railway. 3022. Procedure to be adopted in absence of specific instructions on the subject.—In this Manual, efforts have been made to cover all aspects of the commercial working at a station. In addition to this, supplementary and subsidiary instructions will be notified to staff through circulars, etc., issued by the individual railway administrations. However, duo to multifarious aspects of the commercial working, if it transpires that specific instructions on a particular aspect of commercial working have not been incorporated in this Manual nor have they been notified separately to the staff, the matter should immediately be referred to the Divisional Commercial Superintendent and the Traffic Accounts Office. Pending receipt of specific instructions, the Station Master should adopt the procedure considered suitable in the circumstances obtaining at the station. 3023. Special procedure for booking, delivery, accountal. etc., of traffic at certain larger goods sheds and parcel offices.—In view of heavy traffic dealt with at certain larger https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 6/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 important goods sheds or parcels offices, individual railway administrations prescribe separate procedure for adoption of such sheds' offices, keeping in view the magnitude of the traffic dealt with as also other local circumstances obtaining in the area. In such cases, detailed instructions covering all aspects of booking, delivery, accountal, etc., as also the forms to be used, are notified to the staff concerned. Except as provide in such special instructions, the procedure laid down in this Manual will also apply to such larger important goods shed parcels offices. 3024. Alteration in initial documents and books.— (a) No erasure or correction of any kind should be made in any figures or other entries made in tickets and money value books, viz., invoices, way-bills, luggage tickets, blank paper tickets, excess fare tickets, etc. If a mistake has been committed while making entries in any of these documents. it should be cancelled and a fresh one prepared. (b) The corrections in other books and documents may be made by drawing a line with a pen or an indelible pencil, as the case may be, lightly through the incorrect entry and the correct entry written little above it. In no case, the original entries should be erased or over-written. The corrections should be initialled and dated by the staff carrying out the correction. Similarly, corrections made in the forwarding notes by the consignors or their authorized agents should be initialled by the person executing the forwarding note. 3025. Use of coloured pencils.—Red and/or blue coloured pencils should not be used in writing or checking the station books and returns. These coloured pencils can only be used by the authorized officials of the Accounts Department while checking the accounts at the station. 3026. Complaints and suggestions—(a) To enable the passengers and other railway users to record their complaints regarding inconvenience caused to them, as also their suggestions for the improvement in the working of the railway, a 'complaint and suggestion book' should be maintained at each station in the Assistant Station Master's Office, where public can have easy access. Similarly, a complaint and suggestion book should also be maintained— (i) in each catering and vending establishment including Dining Restaurant Buffet cars, stalls and trolleys whether run departmentally or through contractors ; (ii) in each goods shed and parcels office situated at a distance from the main station building; and (iii) with each Guard and Conductor of all trains carrying passengers excluding suburban trains. (b) Notice boards indicating the places where the complaint and suggestion books are available should be displayed at suitable places at all stations. (c) The pages of the complaint and suggestion books are serially machine numbered in sets of three foils each marked 'original', 'duplicate' and 'triplicate" respectively, to be written by carbon process. These books will be supplied by the Divisional Office, after endorsing the date of issue over the signature of a gazetted officer and the Divisional Office stamp on the inside of the top cover of the book. The complaint and suggestion books which are not so endorsed should not be used at stations or other places referred to in (a) above. A specimen of the complaint and suggestion book appears at Appendix XXX/K. 3027. The complaint and suggestion book should be chained to a wall, table or any other article so it could not be removed from the place where it is required to be maintained. In the case of complaint and suggestion books maintained by Guards and Conductors, or those used for mobile catering units (excluding the Dining Buffet Restaurant cars), where chaining is not conveniently possible, the chaining may be dispensed with but it should be ensured that the book is readily available at such places at all times. 3028. (a) Staff should not enter into any argument with any one asking or the complaint and suggestion book even though they have reasons to feel that there is no valid cause of complaint : they should make available the book immediately on demand or direct the complaint to the place where the book would be available. It should be remembered that non-production of the book, immediately on demand, will constitute a separate offence in itself. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 7/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 (b) The original copy of the complaint suggestion will be retained in the book itself as record; the duplicate copy will be submitted to the Divisional Office within prescribed time of its recording and the triplicate copy will be given to the complainant for his record. Full explanation of the staff responsible for the complaint, together with the remarks thereon by the Station Master/Unit Manager on duty, should be attached to the duplicate copy of the complaint before it is transmitted to the Divisional Office. (c) If, after recording a complaint, the complainant withdraws the same, he should be requested to record his withdrawal on all the three copies of the complaint over his full signature. In such cases, despite the fact that the complaint was subsequently withdrawn, the duplicate copy of the complaint along with the explanation of the staff concerned, as also the observations thereon of the Station Master Unit Manager on duty, should be submitted to the Divisional Office as stated in (b) above. (d) As far as possible, the Station Master Unit Manager on duty should redress the grievance of the complainant on the spot, and the action taken in this direction should be indicated in his report submitted to the Divisional Office along with the duplicate copy of the complaint. (e) When a complaint or a suggestion has been finally disposed of, the Divisional Office will advise the Station Master Unit Manager through a letter, a reference of which should be entered by the Station Master Unit Manager on the record copy of the relevant complaint (f) With a view to ensuring that the duplicate copies of the complaints and suggestions are correctly submitted to the Divisional Office within the prescribed time limit, the Station Master Unit Manager should examine daily the complaint and suggestion books in his charge. The complaint and suggestion books of the Guards and Conductors will be examined by the Station Master of the station at which the Conductor or Guard concerned is head quartered, 3029. Commercial advertising at stations.—(a) The agreements with the advertisers for display of posters, boards, enameled iron plates, hoardings, etc., on railway premises are entered into by the Public Relations and Commercial Publicity Department of the railway administration, who will keep the Station Master concerned advised up-to-date in regard to fresh agreements or the renewal or otherwise of the existing contracts. No unauthorized material should be allowed to be displayed by Station Masters within their station limits. (b) At stations, where any advertisement material referred to above has been permitted to be displayed by the Public Relations Officer, an advertising register should be maintained in the pro forma supplied by the railway administration for keeping an up-to-date record of advertisement material exhibited at the station. It should be clearly understood that all such advertising material remains under the general charge of the Station Master, who should ensure that the advertising material exhibited at his station tallies with the entries in relevant register. (c) The date of expiry of the contracts for advertisements displayed at the station should be posted against each item in the register. If instructions regarding renewal of contract or otherwise are not received from the Commercial Publicity Department, up to the date of expiry of contract, the Station Master should immediately refer the matter to the Commercial Publicity Officer, and obtain his instructions in the matter. Meanwhile, the advertisement material should remain displayed until instructions to the contrary are received from the abovementioned Officer. (d) The Station Master should exercise a monthly check on the advertisement material on display at his station. Any deficiency or damage should be reported at once to the Commercial Publicity Officer, as the case may be. The Station Master should also arrange to have the posters, boards, etc., dusted once a month- Similarly, enamelled iron plates and painted boards should be washed at least once a month to give smart appearance to the station. 3030. Stationery, books and forms for use at stations.—(a) Station Masters should submit indents to the Stores Department on the prescribed forms for stationery, registers and other forms for use at their station, in accordance with the instructions issued by that Department. It is the duty of each member of the staff to see that the consumption of stationery, books and forms at the station is not excessive and that their stock on hand does not exceed the normal https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 8/9 11/22/24, 2:13 PM CHAPTER XXX MISCELLANEOUS 3001 requirement of the station. Station Masters should obtain instructions from the Divisional Commercial Superintendent in regard to the disposal of obsolete and excess books and forms at their station. (b) To ensure economical use of various books and forms, the station staff need not open new books at the commencement of the year the books in use should be completed before new ones are opened. 3031. Preservation of records.—(a) All books, papers, correspondence and other documents maintained at the station should be carefully preserved and so arranged as to allow of a book or document being traced when required. All completed books of invoices, way-bills and luggage, excess fare and other tickets should be filed in serial order and kept in safe custody. (b) The period for which various records, as above, will be preserved at the station, will be notified by each railway administration separately. After the expiry of this period, the records, with the exception of those required for reference at the station in connection with clearance of outstandings, payment of claims, etc., as also those for which specific orders for preservation have been received by the Station Master, will be disposed of in accordance with the instructions issued from time to time. 3032. India-Pakistan traffic - All traffic, of what ever description, carried by rail from one country, i.e., India Pakistan to or across the other, is known as India-Pakistan traffic. Instructions regarding booking and accountal of this traffic, together with the forms of invoices and way-bills to be used, are contained in the India Railway Conference Association's publication titled "Fundamental and Subsidiary rules for interchange of traffic between India and Pakistan " Further detailed instructions regarding submission of returns including those required to be submitted by the border stations in respect of India-Pakistan traffic are also issued by the railway administrations concerned, from time to time. At stations, where the India-Pakistan traffic is dealt with, the Station Master must ensure that the staff dealing with such traffic are thoroughly conversant with the relevant rules and regulations on the subject including the notified operating and other restrictions or regulations, etc., on the movement of traffic in either direction. https://indianrailways.gov.in/railwayboard/uploads/codesmanual/CommManual-II/commercialmanualIIch30_data.htm#3001 9/9