Chapter 6: Signalling Stores And Accountal PDF

Chapter 6: Signalling Stores and Accountal Section 1: Classification of Stores 6.1.1 The Stores in the custody of the SSE (Signal)/incharge and SSE(Signal)/(Stores) may be broadly grouped under the following Stock Heads: (a) Imprest Stores - Char...

Chapter 6: Signalling Stores and Accountal Section 1: Classification of Stores 6.1.1 The Stores in the custody of the SSE (Signal)/incharge and SSE(Signal)/(Stores) may be broadly grouped under the following Stock Heads: (a) Imprest Stores - Charged Off to Revenue (b) Tools and Plant (c) Protective Clothing (d) Books of Reference (e) Office Furniture (f) Stationery and Forms (g) Stores Obtained for Specific Works (h) Returned Store Section 2: Imprest Stores 6.2.1 Operation of Imprest Store: The materials classified as Imprest Stores, their procurement and accountal are contained in Chapter XXVIII of Stores Code and XIV of Engineering Code (relevant extracts at Annexure: 6-A1). 6.2.2 Location and Scale of Imprest (a) Imprest Stores shall be provided with each SSE (Signal)/incharge and SSE (Signal)/(Stores) on a Division/Construction/Project or any other as may be nominated for the purpose. The nature of items of Imprest Stores, location and the scale for each Imprest holder shall be fixed by the PCSTE. (b) The quantity of each item of Imprest stores which each Imprest holder may hold at a time shall be generally based on quarterly average consumption for normal maintenance and upkeep of equipment. Time for procurement in case of non-stock items and also time required for Stores Van movements, in the case of stocked items may be taken into consideration for determining the quantity of imprest. The sanctioned scale shall not be increased or decreased without prior approval of the sanctioning authority. Section 3: Tools and Plants 6.3.1 Scale: A scale of Tools and Plant shall be fixed by the Principal Chief Signal and Telecommunication Engineer for each SSE/JE(Signal). This scale will include Tools for each Technician and Artisan besides a small reserve with the SSE/JE. 6.3.2 Accountal: Instructions in regard to accountal of Tools and Plant are contained in Paras 1456 and 1457 of Engineering Code (extracts at Annexure: 6-A2). Chapter 6: Signalling Stores and Accountal Page 107 of 530  Section 4: Protective Clothing 6.4.1 Periodical Requirements: The SSE (Signal)/incharge or SSE (Signal)/(Stores) shall submit to his Sr DSTE/Dy CSTE of work, the periodical requirements of protective clothing for all the staff eligible for the supply of the protective clothing in accordance with instructions issued from time-to-time. 6.4.2 Preparation of Indents: Guidelines in regard to preparation of indents and accounting of protective clothing are contained in Annexure: 6-A3. 6.4.3 Accountal of Protective Clothing: Accounts of protective clothing shall be maintained by the SSE (Signal)/incharge and SSE (Signal)/(Stores) on Ledgers similar to the Tools and Plant Ledgers. Section 5: Books of Reference 6.5.1 Supply of Books of Reference: The SSE (Signal)/incharge and SSE (Signal)/ (Stores) shall arrange to get copies of all Books of Reference, in accordance with, instructions in Para 3.5.2 for the use of his office, for himself and for the use of staff under him by submitting necessary indents to his Sr Divisional Signal and Telecommunication Engineer/Deputy Chief Signal and Telecommunication Engineer. 6.5.2 Accountal: Accounts of Books of reference shall be maintained on Ledgers similar to the Tools and Plant Ledgers. Section 6: Office Furniture 6.6.1 The SSE (Signal)/incharge and SSE (Signal)/(Stores) shall maintain an account of all office furniture in his charge on Ledgers similar to the Tools and Plant Ledgers. 6.6.2 All replacements shall be made on return of unserviceable articles. For any additional item, prior approval of the competent authority shall be obtained as per the SOP before placing the indent. Section 7: Stationery and Forms 6.7.1 Indents of Annual Requirements: The SSE(Signal)/incharge and SSE (Signal)/ (Stores) shall submit the indents of their annual requirements of stationery to the Sr DSTE/Dy CSTE incharge of the work in accordance with the scale for the supply of stationery. 6.7.2 The Sr. DSTE/Dy CSTE incharge of the work shall see that the sanctioned scale is not exceeded and the items for which no sanctioned scales have been fixed are essential and have necessarily to be supplied. 6.7.3 Accountal: A numerical accountal of receipt and issue of all items shall be kept. The office of Sr DSTE/Dy CSTE incharge of the work shall make checks periodically, to see that there is no accumulation of items of stationery and forms in the subordinate offices. Chapter 6: Signalling Stores and Accountal Page 108 of 530  Section 8: Stores Obtained for Works including Special Revenue Works 6.8.1 Requisitioning: Materials for specific works shall not ordinarily be requisitioned, unless the estimate of the work has been sanctioned by the competent authority and funds have been allotted. (a) Requisitions for materials shall show the name and particulars of the estimate and sanctioning authority for the work. (b) Advance procurement of stores may be authorised by the PCSTE or Sr DSTE or Dy CSTE incharge of the work for long lead vital materials such as relays, cables, point machines, block instruments, etc. which are required for the next three years, and which have to be specially arranged or have to be imported. In such cases, the indents may be placed as soon as a Work appears in the Final Works Programme. These indents shall be prepared on the basis of realistic estimate of quantities of materials and subject to prior scrutiny by Finance Branch in respect of reasonableness of the quantity of materials indented. The PCSTE or Sr DSTE or Dy CSTE incharge of the work, shall certify the quantities of materials indented for each work. Indents shall specify the delivery schedule for the next three years and funds shall be arranged according to the delivery schedule. (c) The materials on receipt shall be either utilized on the work or if this is not immediately possible, stored carefully. 6.8.2 Materials-at-Site Account: The material received for Works detailed in Para 6.8.1 above, if not used up immediately, shall be kept at debit of a numerical account of Materials-at-site of the particular work. Detailed instructions in regard to maintenance of accounts for Works estimated to cost less than Rs. 1 lakh and more than Rs. 1 lakh are contained in Chapter XIV of Engineering Code (extracts at Annexure: 6-A4). Section 9: Daily Material Transactions 6.9.1 Daily Material Transactions Register (DMTR) (a) A Daily Material Transaction Register shall be maintained by each SSE (Signal)/incharge or SSE (Signal)/(Stores), where specifically posted similar to Annexure: 6-A5. (b) All receipts and issue of Stores pending their transfer to their appropriate Ledgers shall be entered in this Register. (c) The Register shall be written up daily. A line shall be drawn across both pages under the last entry of each date to prevent subsequent entries being made. (d) There shall be no direct posting of materials in Ledgers from Challan. All transactions shall first be shown in the Daily Material Transaction Register. (e) The dates shall be the same in both Ledger and the Register. Chapter 6: Signalling Stores and Accountal Page 109 of 530  (f) Issues of materials from outside stocks will be recorded by the SSE (Signal)/ incharge or SSE (Signal)/(Stores) in their line note books first. These entries will then be transferred to the Daily Material Transaction Register. The date of entry in the Daily Material Transaction Register shall be recorded on the note book. (g) The SSE (Signal)/incharge or SSE (Signal)/(Stores) are personally responsible for all the Stores in their custody and shall satisfy themselves that the Daily Material Transaction Register and the Ledgers are being correctly posted. They shall initial the Daily Material Transaction Register at least once a week in token of having verified the entries thereof. Section 10: Returned Stores 6.10.1 Instructions: Instructions regarding returned stores are contained in Chapter XVI of the Indian Railway Code for Stores Department (relevant extracts at Annexure: 6-A6). 6.10.2 Dispatch of Spare, Second Hand and Scrap Materials (a) Spare and second hand materials sent to Stores Depot shall be carefully loaded to avoid loss or breakage. (b) Material complete but having pins badly worn out and not sufficiently good to be considered second hand, shall be entered up as serviceable scrap and their approximate weight shall be stated. If parts are missing, full details shall be given. (c) In the case of Signals, height, Type, & condition of post and fittings shall be stated. (d) All cast iron, steel, brass, zinc, copper and lead scrap shall be collected from Sections regularly and sent to Stores Depot, with description and approximate weight. (e) Empties such as tins, drums kegs, barrels and cement bags shall be accounted for along with the materials contained in them and shown in the Returns. They shall not be held longer than necessary and shall be returned to Stores Depot for disposal. 6.10.3 Credit for “Returned Stores” (a) The credit value allowed in the estimate for the returned Stores which are not likely to be required again shall be kept within the figure likely to be realised for it as an obsolete material or as scrap. (b) For materials likely to be used again, after return credit value proportionate to its further life may, however, be provided in the estimate. The normal life of some of the Signalling equipments as laid down in para 219 of the Indian Railway Financial Code shall be followed. Chapter 6: Signalling Stores and Accountal Page 110 of 530  Section 11: Requisitions 6.11.1 Preparation of Requisitions: The following instructions shall be observed in the preparation of requisitions. (a) Separate requisitions shall be prepared for each item of material. Requisition for stock items shall be prepared in Form No. S. 1313 and for Non-Stock items in Form No. S.1302 (sample at Annexure: 6-A7). (b) Nomenclature, price list Nos. and other references shall be correctly reproduced, in the case of special and non-standard items, description with complete specifications and drawings shall be given. (c) Blank space, if any, below the last item shall be crossed. (d) The designation of the consignee shall be written in full. No code abbreviations shall be given. (e) The head chargeable shall be entered on all the requisitions. (f) The requisition for materials for different sanctioned works and revenue maintenance shall be distinguished by a mark or a code letter, as laid down by the Stores Department. (g) In the case of sanctioned works, the number of estimate and the reference of the sanctioning authority shall be given clearly. (h) The quantity of each material shall be given in correct units in words and figures. Corrections, if any, shall be initialed. Requisition may be submitted in Electronic form (where available). (i) Availability of funds shall be certified by the Sr DSTE/Dy CSTE incharge of the work. 6.11.2 Requisitioning of Materials (a) All materials and equipment shall normally be indented in accordance with Indian Railways Standard Drawings and specification. Where any such drawing or specification number is quoted, the latest alteration number as on the date of purchase will automatically apply. For items for which an I.R.S. specification does not exist, an appropriate specification shall be quoted. (b) No alteration or modification to or deviation from I.R.S. drawings shall be permitted without the specific sanctions in writing of the PCSTE. In the case of deviations having been decided upon before the placing of an order, the indenting authority concerned shall quote such sanction in the order for procurement. Chapter 6: Signalling Stores and Accountal Page 111 of 530  Section 12: General Instructions 6.12.1 Stores Supplied by Firms/Contractors: Receipt of Stores received direct from firms/Contractors shall be promptly acknowledged. All details of Make, Model Number, S.No, Invoice, PO/Agt No, Inspection Details shall be noted, Discrepancy or defect (if any) shall be brought to the notice of the Asst. Divisional Signal and Telecom Engineer. Where Inspection of materials is to be done by consignee, such inspection shall be done by JE/SSE (Signal) duly nominated by ASTE/DSTE concerned. Quality, Quantity and adherence to laid down specifications must be ensured. 6.12.2 Custody and Maintenance: The SSE (Signal)/incharge & SSE (Signal)/(Stores) shall be responsible for the maintenance of all Stores and Tools and Plant in their charge in proper condition. Where Watchmen/Private Security is necessary, the SSE (Signal)/incharge or SSE (Signal)/(Stores) shall approach the Sr DSTE/ DyCSTE incharge of the work giving full justification. The guidelines laid down in Annexure: 6-A8 shall be followed as far as practicable. Note: This Chapter has under mentioned Annexures S.No. Annexure No. Description 1 6-A1 Imprest Stores 2 6-A2 Tools and Plant 3 6-A3 Guidelines for Preparation of Indents 4 6-A4 Materials At-Site Account 5 6-A5 Daily Material Transaction Register (DMTR) 6 6-A6 Returned Stores 7 6-A7 Accounts (EDP) Requisition and Issue Note 8 6-A8 General Instructions for Proper Custody and Maintenance of Stores Chapter 6: Signalling Stores and Accountal Page 112 of 530 Para no. 6.2.1 Annexure: 6-A1 Imprest Stores (Extracts from Indian Railways Stores Code) 1801. Definition of Imprest Stores: Materials whether stock items or non-stock items, held in stock not for specific works but as a standing advance for the purpose of meeting day to day requirements in connection with the repair and maintenance shall, including consumable stores such as cotton waste, jute, oil, grease etc. be treated as imprest stores, so long as they are under the control of the authority in charge of the executive unit and have not been issued to works. 1802. Object of Imprest System: The main object of the Imprest System is to control the expenditure on materials used each month in the running repairs of rolling-stock, etc. But this involves inter alia, effective financial and departmental control on the stocks of materials held at outstations and their issue and recoupment. 1805. Schedule of Imprest Stores: Schedules of items of such materials showing the quantities of each item which should be held as an imprest should be prepared separately for each imprest holder. This schedule (S. 1805) shall show the following details; Form No. S.1805 (1) Class of Stores. (2) Price List or part List Number. (3) Brief description of Stores. (4) Sanctioned Imprest. (5) Rate. (6) Value. 1806. Copies of the schedule and any subsequent modifications of it should be supplied to the DRM, immediate superior of the imprest holders, the Stores Department and Accounts Officer, Stores, who should each keep the same up-to-date. 1811. Control of Imprests: It shall be the duty of the controlling authority in charge of the imprest holders to see that the imprests are revised from time-to-time so as to ensure that they are the lowest possible both as regards quantity and value, consistent with actual working requirements. The imprest holder shall be held responsible to ask for a reduction or deletion of any item of imprest on the basis of the consumption in his shed or station. 1817. Accounting: Each JE/SSE (Signal) holding imprest stores shall maintain a numerical ledger on Form No. S. 1817 showing receipts, issues and balances of imprest materials. Each item of the imprest stores shall be dealt with on a separate page of the ledger. 1829. Closing of Ledgers and Recoupment of Imprests: The Divisional or District Officers should fix the dates of accounting period for each imprest holder and intimate the same to the Accounts Officer, Stores. 1830. Each Imprest Holder should close his ledgers monthly on the dates fixed for him and check them with the Issue and Recoupment Schedule which should be prepared in the form shown below from the Monthly Summary of Issues (S. 1823). Chapter 6: Signalling Stores and Accountal Page 113 of 530  Annexure: 6-A1 (contd.) Monthly Summary of Issues: "Charged OFF" Stores Class Form No. S.1823 P.L. No. P.L. No. Date Allocation Allocation Allocation Allocation Allocation Allocation Quantity Quantity Quantity Quantity Quantity Quantity Total quantity for each head of account under each P.L. No. Total Issues Note: The need for the daily abstracts and monthly summaries provided for in paragraphs 1821 to 1823 does not arise in case the Issue Tickets (S. 1819) themselves are valued. 1838. Authority to Sign Indents: Indents for recoupment may be made directly by the imprest holders under their signatures and the counter signature of District or Divisional Officers for such indents is not necessary. Note: Always check for latest updates from “Stores code”. Chapter 6: Signalling Stores and Accountal Page 114 of 530 Para No. 6.2.1 Annexure: 6-A1 (contd.) (Extracts from Indian Railways Engineering Code) 1417. Monthly Stores Returns: At the close of each month, separate returns showing receipts, issues and balances of all imprest and surplus stores operated on during the month should be submitted by each engineering subordinate to the Divisional Officer through his Assistant Engineer. These returns are referred to in this Chapter as Imprest Stores Account and Surplus Stores Accounts and should be submitted in the form printed below (Form No. E. 1417). Both the accounts should as far as possible, be supported by the various receipt and issue vouchers, i. e., Issue Notes Adjustment Memo and Advice Notes. These accounts should bear a certificate from the subordinate concerned that no stores other than those included in the accounts have been received or issued during the month and that the balances of all items of stores not included in the accounts remain the same as at the end of the previous month. …………………………. RAILWAY Account for Engineering Materials Form No. E.1417 Permanent Way Imprest for the month of ………………………20……… Division…………………. Section……………… Opening Receipt Issues Description of Material Balance Sanctioned Imprest Section of Material receipt documents Quantity Number Quantity Number Quantity Number and particulars of Source of receipt Class I or II Works for which Quantity U.L. No. Rate issued Value Value 1 2 3 4 5 6 7 8 9 10 11 12 13 Value 14 Closing Balance Corresponding material released How disposed particular of document reference Description off with Quantity Remarks number U.L.No. Quality Value Value Class Rate 15 16 17 18 19 20 21 22 23 24 Forwarded to: …………………………. Signature: ……………………. Station/Office: ………………………….. Designation: …………………. Chapter 6: Signalling Stores and Accountal Page 115 of 530 Para No. 6.2.1 Annexure: 6-A1 (contd.) 1418. Check of Monthly Stores Returns: In the Divisional Office, the Imprest and Surplus Stores Accounts (Form No. E. 1417) received from the subordinates should be checked to see (i) that the opening balances of the items appearing in the accounts agree with the closing balances of the accounts in, which the items last appeared; (ii) that all receipts have been taken correctly to account as debits; (iii) that the issues of materials are in order and reasonable and have been correctly taken to account as credits; (iv) that all transfers within the Division agree - i.e., that the issues in the account of one subordinate agree with the receipts in the account of another subordinate, any disagreement noticed being rectified and the subordinates concerned advised of the correction; and (v) that, in the case of Imprest Accounts, the sanctioned imprest has not been exceeded without proper authority. Form No. S.1817 …………………………Railway ………………………..Department Ledger for Imprest Stores Reference to Authority: Authorized Stock …….Unit …… Rate …… Class ……………………………… P.L.No. ……………………………………. Nomenclature ………………………………………………………………… Date of Issue or Date of Issue of Remarks Remarks Receipt Receipt Notes Quantity Receipt Receipt Notes Quantity or or issue Number Date Receipt Issue Balance issue Number Date Receipt Issue Balance 1 2 3 4 5 6 7 8 Chapter 6: Signalling Stores and Accountal Page 116 of 530 Para No. 6.3.2 Annexure: 6-A2 Tools and Plant (Extracts from Indian Railways Engineering Code) 1456. Tools and Plant for Maintenance: A scale of Tools and Plant will be fixed for each gang under a Permanent Way Inspector and the total with his gangs plus a small reserve in his own godown will form the scale fixed for each Inspector. A scale for tools and plant will similarly be fixed for other Engineering Supervisors. On issue to the permanent way and other Engineering Supervisors, the cost of these tools and plant is charged off finally. It will, therefore, be necessary for the Supervisors to maintain a tools and plant register (Form E. 1462) and submit it after the close of each financial year to the Divisional Office for check. ………………………….RAILWAY Form No. E.1456 Register of Tools and Plants Department ……………Division…………….Office……………..Sanctioned Strength……………… Authority………………………………. Receipts Total receipts Name Balance April……………………………… March Sanctioned and balance Class of brought (to show 12 months separately) scale articles over Particular of Date Quantity Cost Quantity cost Voucher (1) (2) (3) (4) (5a) (5b) (5c) (5d) (6a) (6b) Balance at the end of Issues Explanation year of April………………………… March Quantity Total difference (to show 12 months As per the As actually Ref. and separately) return counted Remarks Date Particular of Voucher (7a) (7b) (7c) (8) (9) (10) (11) Place……………….…………… Signature……………………………….. Dated……..……………….…… Designation……………………………. Chapter 6: Signalling Stores and Accountal Page 117 of 530 Para No. 6.4.2 Annexure: 6-A3 Guidelines for Preparation of Indents A consolidated indent for the supply of uniforms for all the eligible sanctioned staff shall be prepared by the Sr. DSTE and submitted to the PCMM for compliance. The indent shall be prepared in accordance with the following guide lines (1) Clear description of Uniforms with Style number shall be furnished and the category of staff indicated for whom Uniforms are required. (2) The year for which the supply is meant shall be furnished and fund certification indicated. (3) Since one P. L. number has been allotted for one Style of all sizes, indents shall be submitted accordingly for one style duly indicating the required sizes for that style category wise, consignee wise for the entire Division and sent to PCMM. (4) For staff headquartered at places not coming under zones prescribed as "Winter or mild Winter" but who are required to be supplied with Winter uniforms due to their being rostered for travel during the course of their duty to "Mild Winter" and "Winter" places at least five times a month, a certificate to this effect shall be furnished on the reverse of the indent. (5) Certificate to the effect that the styles and scales furnished are as per standing instructions shall be given in the indent. (6) It shall also be certified that the size furnished are as per measurement card maintained for the staff concerned. Chapter 6: Signalling Stores and Accountal Page 118 of 530 Para No. 6.8.2 Annexure: 6-A4 Materials At-Site Account (Extracts from the Indian Railways Engineering Code) 1441. Daily Record: The estimated value of works for which accounts are kept by such-heads in the Register of Works will be as provided for in Para 1486. A daily numerical record of receipts and issues of materials shall be maintained by the Stock holder in Form E. 1441. ………………………….RAILWAY Form No. E.1441 Materials-at-Site Record Ledger Form Division…………………………… Section…………………………… Receipts Issues Unified nomenclature Classification I or II Sub-head to Opening Balance Closing balance Description of which Quantity material List No. Source and reference chargeable and Quantity Unit Remarks Date Date particulars of documents under which issued Received for the work: B.F……………………… From page No………………………... Carried forward B.F………………………………. To page No…………………………… Corresponding Material Released from the work….... B.F. From page No……………….. Carried forward............ To page No………………………….. Return submitted on ………………. Stock Holder’s Initials………………… 1442. Materials obtained for the work should on receipt, be entered as such under the 'Receipts' together with the date, quantity, issue notes or other reference. In the case of materials obtained by direct purchase particulars should be entered in a Measurement Book as well. Chapter 6: Signalling Stores and Accountal Page 119 of 530 As materials are issued for consumption on the work, the date, the quantity and the sub- head to which they are chargeable should be recorded under 'Issues'. Materials so issued, but found subsequently to be surplus to requirements should be brought back into record as 'Minus Issues'. Such transactions should wherever practicable be avoided by confirming issues to exact and immediate requirements. Materials released from the work should, on displacement be recorded separately as such and be entered with the date and quantity as ‘Receipts’. When subsequently utilized on the work again they should be shown as ‘Issues’. Materials-at-site returned to stores, transferred or otherwise disposed off should be shown in the respective records with date and disposal reference as 'Minus Receipts'. 1446. Quarterly Materials-at-site-Returns: The Supervisor who is executing the work and is also functioning as stock holder shall prepare a quarterly Materials at site account return (Form E. 1446) in respect of each work valued at Rs. 3 lakhs in the case of Track Renewal Works and Rs. 1 lakh in other works for which Register of Works is maintained by sub-heads of estimates, and send the same to the Divisional Office. This return should include only those items for which there have been any receipt or issues/transactions during the quarter. The quarterly return may be followed by a complete Materials-at-site account return for all the items at the end of half-year ending September and March. A number of works may be included in one form provided that all such works are under the executive charge of the same authority. 1447. The check of Materials at site return: The Materials-at-site returns received in the Divisional Office should be checked in the following respects: (a) The Opening balance should be checked with the closing balance of the previous return; (b) The receipts during the period covered by the returns should be checked with the relevant issue notes, the summary of stores, adjustment memo and other receipt vouchers; (c) The reasonableness of the issues during the period covered by the return should be checked with reference to the relevant sanctioned estimate, and the progress of work reported during the period; (d) As regards materials returned to Stores Depots or transferred elsewhere, the correctness of credits to site accounts should be checked with the relevant advice of returned stores or adjustment memo. (e) The arithmetical accuracy of the returns should be checked. 1448. Accountal in the Register of Works: All materials obtained specifically for a particular work should be charged off immediately to the head to which the cost of that work as a whole is allocated (or if more than one head is involved to that bearing the greatest cost); but should, so long as they are not consumed on the work be borne under a suspense head "Materials-At-Site" opened under that head. All materials released from a work should also be borne under the same suspense head. The adjustment from the "MAS" suspense to the relevant final detailed heads should be carried out as soon as the materials are shown in the monthly return as having been issued for use on work. Chapter 6: Signalling Stores and Accountal Page 120 of 530 1449. The responsibility for having a daily record maintained, a monthly return prepared, checked and valued and cost adjusted as prescribed in these rules devolves on authority in executive charge of the works. The Accounts Officer who maintain the works Register is responsible for the final adjustment of all materials-at-site transactions. 1450. Verification of Materials-at-site: The authority in executive charge of works for which material at site accounts are maintained should arrange for a periodical verification of the following materials at site pertaining thereto (a) Permanent Way materials. (b) Other materials at site which can be readily separated and distinguished from any of the same description but of different category. Chapter 6: Signalling Stores and Accountal Page 121 of 530 Para No. 6.8.2 Annexure: 6-A4 (contd.) ………………………… Railway Material-at-Site Record Quarterly Returns Division …………………………… Section …………………………… Name of work ………………………….……………………..….. Sanction No ………………………….………….………. Date ……………………………….. Designation of Subordinate ……………………………………… Account of Receipts and Issues during the Quarter ending ………………………..….. Opening balance Receipts Issues Closing balance which chargeable Classification Name of work U.N. Sub-head to Source and reference Sl. Quantity Quantity Quantity Quantity Remarks Unit and description List Rate Value Value Value Value Date Date Date No. of material No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Forwarded to ……..……………………………. Station/office ……………………………………. Signature ………………………….. Date. …………………………………………… Designation ………………………… Chapter 6: Signalling Stores and Accountal Page 122 of 530 Para No. 6.8.2 Annexure: 6-A4 (contd.) It is not necessary that all articles should be checked at the same time; but every item should be verified at least once in a year. A certificate by the authority in executive charge of works that such verification has been carried out should, together with a note as to whether or not the materials were found to be unduly depreciated, be furnished on the materials at site return for the month of March, or on the last return on which a balance is shown, submitted in the year. The stock verification prescribed in this paragraph is in addition to the periodical stock verification of engineering stores arranged for by the Accounts Officer. 1452. Daily Record: A daily numerical record in respect of materials-at-site works in this category for which a separate account is not maintained by sub-heads in the Register of Works shall be kept in Form E. 1441. 1453. Monthly Return: At the end of every month, an Excess Materials Return in Form E. 1453 given below should be prepared in respect of all completed works in this category. These Returns should show separately for materials obtained and materials released, the numerical balance only of materials-at-site i. e., those that have neither been consumed on the work nor returned to the stores, transferred or otherwise disposed off and the date of completion of the works to which they relate. ………………….….RAILWAY Form No. E.1453 Materials-at-Site Record excess Materials Return Division…………………………… Section…………………………… Balance of Materials still “At-Site” on ……………………………………… Materials Materials Released Date of Name of work Obtained for the in connection with completion Remarks work the work of the work Description of Classification Rate Quantity Rate Quantity Materials Station/office……………………………… Signature………………………….. Date………………………………………… Designation………………………. 1454. Check of Excess Materials Returns: The Excess Materials Returns should be checked in the Divisional Office as regards the correctness and reasonableness of the balances shown therein against the various receipt vouchers and the sanctioned estimates and put up to the Executive Engineer for his orders as to the disposal of the balances. If the 'Excess Materials' cannot be utilized on some other works, they should either be returned to the Stores Depot or taken to Engineering Stores Surplus — (i) Permanent Way, (ii) other than Permanent Way; (iii) Awaiting sale. 1455. Accountal in the Register of works: Materials obtained specifically for particular works in this category should be charged off finally in accordance with their allocation. Chapter 6: Signalling Stores and Accountal Page 123 of 530 Para No. 6.9.1(a) Annexure: 6-A5 Form No. S&T/DT Daily Material Transaction Register (DMTR) ………………………… RAILWAY SIGNAL AND TELECOMMUNICATION DEPARTMENT Receipt Issues Challan From Ledger or For Ledger Description whom Description of Challan No. To whom For what Date Quantity reference Receipt what Date Quantity reference of material received material and date issued work and Page Note No. work and Page * and date * Details of Inspection certificate number shall be recorded. Chapter 6: Signalling Stores and Accountal Page 124 of 530 Para No. 6.10.1 Annexure: 6-A6 Returned Stores (Extracts from Indian Railways Stores Code) 1601. All Stores which have been previously issued for the services of the Railway and are no longer required on a work should, in the absence of special instructions to the contrary, be returned to the Stores Depots. If there is more than one Stores Depot on a Railway, the PCMM may nominate the depot or depots to which particular classes of Stores may be returned and advise the various Railway departments accordingly. 1602. Advice Notes: The Officer Returning Stores to Stores Depots should prepare Advice Notes in Form (S. 1539) in six foils by carbon process. Separate Advice Notes should be prepared for each class and for new, second hand and scrap stores. 1604. Disposal of the Foils of Advice Notes: One foil of the Advice Note should be retained by the subordinate returning the Stores to the Stores Depot as his office copy, three foils (the 2nd, 3rd and 4th) should be sent to the depot direct along with the Railway Receipt. Of the remaining two copies, one copy (the 5th) should be sent to the Accounts Officer, Stores, and the other (the 6th) to the Divisional or District Officer through the immediate superior of the subordinate returning the Stores. 1605. Departmental Register of Advice Notes: The Advice Notes (6th foil) should be carefully examined in the division or district office to see that they have been correctly prepared. They should then be listed in a Register of Advice Notes for Returned Stores maintained in the form shown below: Form No. S.1605 Departmental Register of Advice Notes for Returned Stores Designation of the Officer returning the Stores ………………………………………………………. Materials by Returning Date of Advice Materials acknowledged by depot No. & date Officer to have been dispatch of of Advice Note to have been received Serial Number returned th the 6 foil of credit Remarks of the Date of Descripti received Advice Note acknowledg on of Quantity from the Number Description Date Quantity to the ements & Material acknowledg Stores of Materials Depot RO No. & Acknowle ed Accounts Officer date dged Officer 1 2 3 4 5 6 7 8 9 10 11 Chapter 6: Signalling Stores and Accountal Page 125 of 530 Para No. 6.10.1 Annexure: 6-A6 (contd.) 1606. A separate page of this register should be allotted to each returning officer or subordinate as may be found convenient. If the particulars furnished by the subordinates returning the stores regarding nomenclature, rates, etc., are found to be incomplete, the Advice Notes (S. 1539) (6th foil) should be completed in the divisional or district office in these respects. The Advice Notes (6th foil) should then be forwarded to the depot to which the stores have been returned. 1620. Posting Numerical Ledgers: The Depot Officer, after having the necessary entries made in the numerial ledgers as well as in in the Depot Register of Advice Notes (S. 1608) should retain one copy of the Advice Note (2nd foil) as his office record and send the two copies (3rd and 4th foil) duly completed in all respects to the Accounts Officer, Stores. 1621. Disposal of Receipt (6th) Foil: The sixth foil of the Advice Note should also be sent by the Depot officer duly receipted to the divisional or district officer concerned to be retained as the latter's office record after making the entries in columns 7 to 9 of the Departmental Register of Advice Notes (S. 1605). He should take up with the depot and returning officers any discrepancies in quantities (vide columns 5 and 9 of the Register) if the reasons given on the Advice Notes are not satisfactory. 1626. Advice of Credits: From the 3rd foil will be prepared the Advice of Credits (S. 2705) according to the departments from which the stores have been received. The number and date of the Advice of Credit should be noted in the Accounts Register of Advice Notes (S. 1622) against the entries of the Advice Notes included in the Advice of Credits. The Advice of Credits with the 3rd foils as supporting vouchers and the corresponding 5th foils should then be to sent to the divisional or district officer concerned. 1628. Procedure in the District or Divisional Office: On receipt of the copies of the Advice Notes along with the Advice of Credit from the Stores Accounts Officer in the division or district office, the 5th foil should be transmitted to the subordinate concerned after noting on it the fact of credit having been received. The Advice of Credit supported by the 3rd foil should then be carefully checked with and noted in the Departmental Register of Advice Notes (S. 1605). 1607. The Register of Returned Stores (S.1605) should be inspected frequently to see that there is little avoidable delay on the part of the stores depots in acknowledging the stores. Any cases of omission to acknowledge the stores and/or to afford credit for the same within one month of the Advice Notes should be taken up with the Depot and Accounts Officers. Chapter 6: Signalling Stores and Accountal Page 126 of 530  Para No. 6.11.1(a) Annexure: 6-A7 Accounts (EDP) Requisition and Issue Note ………………..RAILWAY ACCOUNTS (EDP) 1 REQUISITION AND ISSUE NOTE S.1313/S.1319 To be filled by Indentor To be filled by Store Depot CD Code 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in figures P.L. No. Category Unit Quantity Issued in code Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No. Signatures R.R.No. Date Indenting Official Approving Officer Issuing Official Receiving Official ………………..RAILWAY DEPOT 2 REQUISITION AND ISSUE NOTE S.1313/S.1319 CD Code To be filled by Indentor To be filled by Store Depot 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in figures P.L. No. Category Unit code Quantity Issued in Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No Signatures R.R.No. Date Indenting Official Approving Officer Issuing Official Receiving Official Chapter 6: Signalling Stores and Accountal Page 127 of 530  Para No. 6.11.1(a) Annexure: 6-A7 (Contd.) ………………..RAILWAY INDENTOR 3 REQUISITION AND ISSUE NOTE S.1313/S.1319 To be filled by Indentor To be filled by Store Depot CD Code 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in P.L. No. Category Unit code Quantity Issued figures in Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No. Signatures R.R.No. Date Indenting Official Approving Officer Issuing Official Receiving Official ………………..RAILWAY RECEIPT 4 REQUISITION AND ISSUE NOTE S.1313/S.1319 To be filled by Indentor To be filled by Store Depot CD Code 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in P.L. No. Category Unit code Quantity Issued in figures Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No. R.R.No. Date Signatures Indenting Official Approving Issuing Official Receiving Official Officer Chapter 6: Signalling Stores and Accountal Page 128 of 530  Para No. 6.11.1(a) Annexure: 6-A7 (Contd.) ………………..RAILWAY BILL 5 REQUISITION AND ISSUE NOTE S.1313/S.1319 To be filled by Indentor To be filled by Store Depot CD Code 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in P.L. No. Category Unit code Quantity Issued in figures Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No. R.R.No. Date Signatures Indenting Official Approving Officer Issuing Official Receiving Official ………………..RAILWAY BLOCK 6 REQUISITION AND ISSUE NOTE S.1313/S.1319 To be filled by Indentor To be filled by Store Depot CD Code 56 Indentors Consignee Supplying Depot Depot Ward Issue Note No. Date Consignee code Allocation Quantity Issued in Words Requisition No. Date Qty. Demanded in P.L. No. Category Unit code Quantity Issued figures in Figures Qty. Demanded in words Unit Rate Rs. P. Value Rs. P. Description No. of Packages Wagon No. Signatures R.R.No. Date Indenting Official Approving Officer Issuing Official Receiving Official Chapter 6: Signalling Stores and Accountal Page 129 of 530 Para No. 6.11.1(a) Annexure: 6-A7 (Contd.) RAILWAY REQUISITION FOR STORES DEPOT 1 Requisition No. Date S.1302 Indentor Consignee Consignee Code Matrls Reqd. at Depot Description P.L No. Cat. Qty. Demanded in Figs Unit Qty. Demanded in Words Allocation Last purchase particulars Rate Value Purpose Funds Availability Certified. Originating Official. Approving Officer. RAILWAY REQUISITION FOR STORES DEPOT 1 Requisition No. Date S.1302 Indentor Consignee Consignee Code Matrls Reqd. at Depot Description P.L No. Cat. Qty. Demanded in Figs Unit Qty. Demanded in Words Allocation Last purchase particulars Rate Value Purpose Funds Availability Certified. Originating Official. Approving Officer. Chapter 6: Signalling Stores and Accountal Page 130 of 530 Para No. 6.12.2 Annexure: 6-A8 General Instructions for Proper Custody and Maintenance of Stores (1) All materials shall be kept clean and free from dust. Materials liable to get rusted shall be kept free from rust by oiling/greasing whenever required. (2) Stores enclosures shall be provided with weather proof protections where necessary. (3) Materials shall be kept properly sorted and neatly stacked. Racks or other suitable arrangements shall be provided for storing any tools and petty consumable stores. (4) Parts and small items of materials shall be kept in properly labelled bins or on shelves. (5) Clutch Resetting Handles/Crank Handles/Electric key Transmitter keys, master keys and spare keys shall be kept locked up with the key in the custody of the JE/SSE. (6) Bags of cement shall not be stored in too large a quantity nor for too long a period. Bags shall be issued strictly in rotation, the first bags is being the first to be issued out. Bags of cement damaged by rain or moist air shall not be issued. (7) Point rodding shall be loaded in open wagons. (8) Inflammable materials such as oils, spirits, petrol, etc., shall be stored separately and away from cotton waste, stationery and furniture. Naked lights and smoking shall not be allowed inside such godowns. Adequate arrangements shall be made for fire protection, i. e., fire extinguishers shall be kept handy at easily accessible spots and fire buckets shall be kept full of water/or sand where inflammable materials are stocked. (9) Cables should be stored properly without damage to the cable drum as far as practicable. Cable shall not be removed from drums until ready to install. When a length of cable is cut off, the exposed end shall be effectively sealed. (10) Signalling relays shall be kept separately at a place where environment is not likely to be damp and free from chemical pollution due to acid fumes, etc. Relays shall be transported from one place to another carefully in box with "thermocole" packing to avoid damage during transportation. Similar care should be taken for upkeep of tokenless block instruments and other sophisticated materials like Electronic Interlocking Cards, IPS cards. Axle Counters Relay Groups, etc. (11) Paints shall be stored in a cool dry place away from flame or naked light. All containers shall be kept tightly closed to avoid loss of material due to skinning and contamination caused by open atmosphere. (12) Surplus or Scrap materials shall be disposed regularly. (13) All measures to prevent theft, fire shall be taken. (14) Transport vehicles/pick up vans shall be maintained at all times to ensure their availability at all times in emergencies. Chapter 6: Signalling Stores and Accountal Page 131 of 530