FUNCTION OF CASH & PAY DEPARTMENT.
There are three Cash Offices on North Western Railway at (i) Ajmer
(deals with the earnings of Ajmer and Jaipur Divisions), is under the direct
charge of Assistant Chief Cashier, Ajmer, (ii) Jodhpur and (iii) Bikaner deal
with the earnings of their respective Division and are under the charge of the
DFMs of the Divisions’. The Assistant Chief Cashier Ajmer and Divisional
Cashier (Cash), Ajmer deal with the Traffic earnings of Ajmer and Jaipur
Divisions and Miscellaneous Receipts from all stations of Ajmer and as
specified by the department concerned under the circumstances. Like wise,
the Divisional Cashier (Cash) Jodhpur and Assistant Divisional Cashier
(Cash) Bikaner deal with the Traffic earnings of their own Division and
Miscellaneous Receipts from all stations of Jodhpur and Bikaner
respectively and as specified by the department concerned, if required under
the circumstances.
2.
There are six Pay Offices, viz. Head Quarter Pay Office at Jaipur,
Divisional Pay Office at Jaipur, Ajmer, Jodhpur, Bikaner and Work Shop at
Ajmer. All the above six Pay Offices are under the charge and control of the
Dy. FA&CAO (Cash & Pay) & Chief Cashier.
3.
The Cash and Pay Offices is divided into two main sections:-
Cash
Pay
The receipt Shroffing and lodgment into the
Treasury of all Traffic, Miscellaneous and
other Cash remitted by stations and all
monies received from whatever source, and
payment there of into the State Bank of
India, Jodhpur, SBBJ Bikaner, Bank of
Baroda AII and State Bank of India Jaipur
(for miscellaneous earning collected at Jaipur
HQ/Divisional office) by respective Cash
Offices to the credit of Government Account,
North Western Railway, obtaining immediate
acknowledgement.
The accounting of all
vouchers
and
cheques
received from the Accounts
Office for payment to
Railway
employees,
Contractors, etc, and the
disbursement of all duly
authorised payments on
behalf of the Railway against
proper
and
adequate
Acquittance and prompt and
complete accountal thereof.
Powers & Duty of Officers & Employees of Cash & Pay Department
POWER / DUTY LIST OF Dy. FA&CAO (C&P)
1. Cash & Pay Department is working under the Dy. FA&CAO
(C&P).
2. As far as Cash & Pay Office concerned, the Power of Dy. HOD is
used by Dy. FA&CAO (C&P).
3. As per SOP, decide the Dy. HOD level Establishment matters e.g.
Promotion/Transfer/Reversion/Appointment/D&AR etc.
4. Forwarding the matter of Cadre. Policy, Claims, CG
Appointment, Permission of different transactions/activities etc.
for obtaining the approval of Competent Authority i.e. FA&CAO
(T) being HOD, FA&CAO being PHOD & GM.
5. Monitoring the Union Matters & Court Cases.
6. Reply to Union Matters & Court Cases is finalised.
7. Inspection of all Cash & Pay units frequently.
8. To decide the matter as forwarded by Sr. DFMs/Sr. AFAs / Dy.
FA&CAOs from the divisional units of Cash & Pay Department.
9. Coordination of the other departments & Railway Board.
10.Recommendation and forwarding of Decision / matter to higher
ups on receipt of Representation/grievances for their approval, if
necessary.
11.Meeting with officials of other department & banks in regards to
improvement of the system of receipt and payment in N W
Railway.
POWER / DUTY LIST OF CHIEF CASHIER
1. Chief Cashier is the direct incharge of Cash & Pay Department. He is
local controlling officer of Cash & Pay HQ (Adm) office & HQ Pay
Office, JP also. All establishment matter is put up to/through Chief
Cashier. As far as Cash & Pay Office concerned, the Power of Sr. Scale
Officer is used by Chief Cashier.
2. Chief Cashier is empowered to recommend the cases for obtaining the
approval of competent authority, as for as Cash & Pay Dept. is
concerned, e.g. Promotion /Transfer / Reversion/ Appointment / D&AR,
Cadre. Claims, CG Appointment, Permission of different
transactions/activities etc.
3. To make arrangements to fill up vacancies either through RRB &
departmental selection.
4. Monitoring the Union Matters & Court Cases. Reply to Union Matters &
Court Cases is finalised & forwarded to higher ups for finalization.
5. Inspection of Cash & Pay units as per the Rly. Board directives.
6. The issues as forwarded for HQs’ decision by the units of Cash & Pay
Department, are being decided under the competent authorities and
communicated accordingly.
7. Coordination & correspondence with other departments & Banks for
earnings & payments on behalf of Railway is concerned.
8. Coordinating with Sr. DCMs as for as Cash-In-Transit is concerned.
9. Obtaining RBI’s approval for opening station’s deposit account so as
enable to remittance of station earning directly in to bank by station
itself.
10. Sanction of Salary, Leave, Advances, Allowances etc. as well as
MACPS cases of Cash & Pay HQs’ are forwarded to competent
authorities.
11. Recommending and Forwarding the cases of Hon. Claims of Cash &
Pay Dept. for approval and sanction of competent authorities thereof.
12. Close monitoring on Div. Cash & Pay Units for prompt receipt of
Earning & proper Payment etc.
13. Dealing with the Representation/grievances of the staff as and when
received and finalised under the norms.
14. Meeting with officials of other department & banks in regards to
improvement of the system of receipt and payment in N W Railway.
15. Coordination with other Railways & Railway Board for betterment of
Railways’.
16. System improvement of Cash & Pay Department by computerisation &
networking etc.
DUTY LIST OF ASSISTANT CHIEF CASHIER/AJMER.
01.
02.
03.
04.
05.
06.
07.
08.
09.
10.
11.
12.
13.
14.
15.
16.
17.
18.
Asst. Chief Cashier, Ajmer is the local controlling officer of Div.
Cash Office, Ajmer. However, he is coordinating officer also for
the Cashier Category of Ajmer.
ACC/ Ajmer is liable to smooth working in Div. Cash & Pay units
at Ajmer.
Monitoring of Cash-In-Transit especially of Jaipur & Ajmer
Division.
Staff arrangement at Jodhpur & Bikaner in case of shortage of staff
or over burden work at there.
Periodical Rotation of Cashiers at Ajmer.
Checking & forwarding the Hon. Claims as submitted by staff of
Div. Cash Office & Div. Pay Office, Ajmer.
Sanction/forwarding of Salary, Leave, Advances, Allowances,
Claims, MACPS of staff working in Cash & Pay Office - Ajmer.
Checking & forwarding the MPR of Cash & Pay Office, Ajmer.
Inspection of Cashiers.
Union Matter of Ajmer Division.
Chasing up with scheduled banks for getting regular realization of
instruments as deposited by Cash Office staff into bank.
Computerisation of work of Cash & Pay Office, Ajmer.
Witnessing for and arranging witnesses of ACM’s/ASC by
personal contact and correspondence with Sr. DSC/DSC/Sr.
DCM/Sr. DFMs/DFM/Traffic Accounts regarding short/Missing
remittances received from stations on Jaipur & Ajmer Divisions.
Checking and signing of DC (Cash)’s Cash Book, verifying the
same with relative documents.
Security Arrangement of Cash & Pay Office, Ajmer.
Opening and closing of the vault as per the extant order.
Co-ordination with Chief Cashier, Sr. DFMs & Sr DCMs etc.
The compliance report of line note of HQs’ Officers is required to
be sent in time to the Officer concerned.
DUTY LIST OF DIVIONAL CASHIER, (PAY)
1. General Supervision to maintain satisfactory punctuality and discipline
in the Pay Office.
2. Arrangement of Payments as per scheduled Programme.
3. Distribution the work among the staff under their supervision.
4. To chalk out the proper schedule of Payment programme for smooth
working.
5. Timely submission of Monthly Progress Report to HQ office.
6. Coordination with Accounts office & staff of Cash & Pay Office.
7. Checking of Honorarium Claims & TA Bills of staff.
8. Surprise/prescribed Inspection of Cashiers working under their control.
9. Arrangement of Encashment of Cheques & deposit of un-paid amount
into bank in time.
10.Recoupment of C-4 and Short Pass amount from Accounts.
11.Timely return the Paid/Unpaid bills to Accounts Office & obtaining
Acquaintance Certificate.
12. Maintenance & custody of office record viz. Muster, Files, Register
etc.
13.Procurement of T&P item as per the system in vogue & arrangement of
stationary for office use.
14.Forwarding the applications of staff to appropriate officer for further
action.
15.Close monitoring on activities of staff during office hours.
16.Prevention of un-authorised activities in office premises.
DUTY LIST OF DIVIONAL CASHIER, (CASH)
1. General Supervision to maintain satisfactory punctuality and discipline in
the Cash Office.
2. Arrangement for receiving, shroffing & depositing/lodgment of the
earning as received in Cash Office.
3. Distribution of the work among the staff under their supervision.
4. To ensure that Shroff, Sr. Shroff, and Head Shroff are properly allotted the
work, so that honorarium is equalized as far ad possible.
5. Opening, closing and verification of cash.
6. Daily distribution of the cash bags & collection of hard cash/instrument
after Shroffing.
7. Monitoring on the receipt of Earning i.e. Station Earning/ Misc. Earning
etc.
8. Correspondence with Stations, Traffic Account, Commercial Department
in regard to non-receipt or short remittance in station earning.
9. Proper records are to be maintained for missing station earning.
10. Timely chase up with bank for realization of instruments.
11. Timely submission of Monthly Progress Report to HQ office.
12. Coordination with Commercial Department for clearance of T.C. Safes
and its movement in sections.
13. Coordination with RPF staff for security arrangements of Strong Room.
14. Monitoring and minimization to Cash-In-Transit.
15. Check & Tally the Cash-Book & other relevant record.
16. Ensure that all hard cash received in the day is properly consolidated and
kept under the vault.
17. Verifying of record books and to sign all registers like, TC Safes register,
Cash bags distribution register, Cash bags distribution register, Shroff
Diaries etc. being correctly maintained.
18. Forwarding the record e.g. CR Note, Traffic Check Sheet, Treasury
Challan, NITs etc. to Traffic Accounts Office.
19. Providing the daily information to Headquarter Office in regards to CRB
Earning Position & periodically missing earning station position to Traffic
Accounts and Commercial.
20. Checking of Honorarium Claims & TA Bills etc. of staff.
21. Maintenance & custody of office record viz. Muster, Files, Register etc.
22. Procurement the T&P item & stationary to staff.
23. Forwarding the applications of staff to appropriate office for further
action.
24. Close monitoring on activities of staff duration office hours.
25. Prevention of un-authorised activities office premises.
“Duty List of Clerical Staff in Cash & Pay Headquarter (Adm) Office
and the work distribution.”
 COS/OS –I (Adm)
1. General Supervision of entire clerical Section and co-ordination with
divisional Cash & Pay units.
2. Submission of proposals to Chief Cashier as put up by Subordinate
staff duly examined & compiled with relevant rules/document.
3. PCDO of staff
4. Railway Week Award / Group Awards.
5. Security Deposit of Staff.
6. Books of Sanction.
7. PCDO of Court Cases.
8. Looking after the work of OS (Adm) & OS (Store) in absence of their
counterpart.
9. Other work in addition to above as per the instructions by the
superiors Officers.
 OS (Admn)
1. All Establishment Matters.
2. Creation/abolition/transfer/downgraded/restoration of the post.
3. Promotion/Transfer.
4. Proposal for placing Indent to RRB for Direct Recruitment.
5. Appointment on Compassionate Ground.
6. Court cases.
7. Dealing with Union Items.
8. Maintenance of Roster Resister and Correspondence.
9. Policy.
10.Up loading and updating of FTP & public website of NWR.
11.Translation from English to Hindi of Manual.
12.Cases of MACPS of HQ staff.
13.Representations.
14.Cases of RTI.
15.Cases of Medical De-categorisation.
16.Railway Board Correspondence in regards to Establishment matters.
17.Audit Matter.
18.Looking after the work of Ch. OS & OS (Store) in absence of their
counterpart.
19. Other work in addition to above as per the instructions by the
superiors officers.
OS (Stores)
1. All professional Matter.
2. Salary and other payments.
3. All types of advances.
4. Income Tax.
5. D&AR/Vigilance.
6. Maintenance of ACRs/APRs.
7. Line Notes and Inspection Reports.
8. Entire correspondence with the department concerned, in regard to the
Line Notes and Inspection Reports of Chief Cashier & HODs.
9. Dealing with Confidential Matter in regard to Cash & Pay units.
10.Daily CRB Position to HQ/TA office.
11.Monitoring of Cash - In – Transit.
12.Monthly correspondence with Commercial Department in regards to
the Cash – In – Transit.
13. Budget.
14. Permission & No objection (NOC) for transaction of
Movable/Immovable Property & foreign tour etc.
15. Movable/Immovable Property.
16. Supply of Store Items.
17. Cases/ Recoupment of Cash & Postal Imprest etc.
18. Statement 40.
19. Looking after the work of Ch. OS & OS (Adm) in absence of their
counterpart.
20. Other work in addition to above as per the instructions by the
superiors Officers.
*Sr Clerk/ CG – I
1. Cadre.
2. Seniority.
3. Cases of Honorarium in all respect (Policy, Claims and obtaining
Railway Board sanction).
4. MPR.
5. Submission of proposal of Station Earning into Bank directly with
RBI/Bank Branch etc.
6. Corresponding with other departments, Railway Board, Banks in
regards to the receipt of station earning and payments.
7. Forwarding the applications in other department or out of Railway.
8. Assistance in Translation from English to Hindi of Manual.
9. Looking after the work of Jr Clerk/CG - II absence of Jr Clerk/CG II.
10. Other work in addition to above as per the instructions by the
superiors Officers.
*Jr. Clerk/ CG – II
1. Maintenance of Service Records and Leave Accounts of Staff
2. TA & Contingent payments.
3. Maintenance of Salary Register, Tuition Fees Register.
4. Issue of passes and PTOs and maintenance of records.
5. Receipt and Dispatch of Daily Dak/File.
6. Submission and distribution of first sight dak.
Note : Presently, 01 each post of the OS & Jr Clerk are vacant & the
work of vacant posts are being looked after by all the HQ staff.
Duty List of Chief OS/OS of Pay Office.
1. Distribution of the work among the subordinate staff.
2. Receipt of Payment Bills and Checking with CO 7s and Check
Abstract.
3. PMR Marking,
4. Sorting of Bills (Pay District wise).
5. Sorting of Vouchers (Institute wise)
6. Preparing CS of vouchers.
7. Preparing of Advice Book and Tallying with CO 7s and Check
Abstract.
8. Distribution of Bills.
9. PMR Cash Book.
10.Post Audit of Paid Bills.
11.Returning of Paid Bills to the Accounts office.
12. Preparing of Ledger (Cashier wise)
13. Comparing of Ledger with abstract of Cashier’s Cash Book.
14. Submission of PMR Cash Book to Accounts office and obtaining the
acquittance certificate.
15. Correspondence with Accounts in regard to Short Passed/Excess
Passed and irregularity if any, in Payment Bills.
16.MPR
17.Receipt & Dispatch.
Duty List of Chief OS/OS of Cash Office.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Distribution of the work among the subordinate staff.
Establishment work like Leave, Salary, Pass/PTO, Advances.
Checking of entries of CR Note & preparing Traffic Check Sheet.
Preparing of NIT & Voucher Statement.
Preparing Cash Book.
Correspondence for Missing Earning.
Monitoring of Cash –In- Transit.
Reporting about the stations that remitted their station earning delay.
Correspondence with Commercial Department in regard to Short
Remitted/irregular Receipt of earning from Station.
10.MPR
11.Receipt & Dispatch.
Channels of Supervision & decision making.
1. At Headquarters’ Level.
Files/Proposals are being moved through the following channel.
1.
2.
3.
4.
5.
6.
7.
Section
Chief Cashier
Dy. FA&CAO (C&P)
FA&CAO (T)
FA&CAO
GM
Railway Board.
Files/Proposals are being decided as per SOP’s directives.
2. At Divisional Level.
1. DC
2. ACC/ ADFM/DFM/Sr. AFA.
3. Dy. FA&CAO/Sr. DFM.
4. Chief Cashier.
4. Dy. FA&CAO (C&P)
5. FA&CAO (T)
6. FA&CAO
7. GM
8. Railway Board.
The norms set by it for the discharge of its function.
The rules, regulations, instructions, manuals and
records, held by it or under its control or used by its
employee for discharging its functions.
The work of Cash & Pay Department is based on
Accounts Code, Indian Railway Establishment Manual, Indian
Railway Establishment Code, Master Circulars, Cash & Pay
Manual and Railway Board directives as issued on time to
time.
Cash & Pay Office, HQ deals with following documents.
A. Files & Register
1. Cadre.
2. Transfer.
3. Roster.
4. Seniority
5. T&P Items
6. Budget
7. Tuition Fees
8. Salary
9. D&AR
10. APAR/ACR
11. Pass & PTO
12. Award.
B. Files.
1. Promotions.
2. Direct Recruitment/CG Appointment.
3. Court Cases.
4. Union Items.
5. Station Earning
6. Cash-In-Transit
7. Honorarium
8. Policy
9. Advances/Allowance
10. Railway Board Correspondence.
11. Permission/NOC for transactions of Properties &
Foreign tour etc.
12. Retirement.
13. Service & Leave Record of Headquarter Staff.
14. PLB, Income Tax.
15. Security Arrangements.
16. Banking Correspondences.
17. Railway Quarters.
Facilities available to citizen for obtaining information
The library or Reading Room is not available in Cash & Pay HQ Office,
however, as and when information is seek through RTI, the information is
being provided by giving an opportunity to applicant to go through the
documents as per the reply given to applicant by this department.
The Nodal office for R.T.I. is Dy. CAO (G).