FCI

Quality Plan

DOC No: Finance/ QP/01

Issue No. 01

Title: Quality Plan for Payment of Other Claims 

Page No. 1 of 3

Page Rev. No.

Effective Date

Approved By:

Process/         Activity Stage

Measurable Parameters (critical to Quality)

Record

Parameter

Acceptance Criterion

1. Receipt of bills

Format

Signature

Time

The bills should be submitted in the prescribed Performa.

The bills shall be verified by the concerned officers.

The bills should be received within one month of actual expenditure.

Bill in prescribed format

2. Entry in diary

Entry

Name of employee and amount of bill is entered in diary.

Diary

3. Entry in register & checking

Entry

Entry according to the type of bill is made indicating employment no of employee & folio number.

Medical :

-          Name of patient

-          Period of treatment

-          Consultation fee

-          Cost of medicine & other charges

-           

TA  :

 - Period of tour

-  Place visited

-  Gross Amount

-  Advance

-  Net payable

Bill Register

Checking

Checking of medical bill :

-          bill should be in prescribed proforma

-          bill should be supported by prescription & cash memos, certificate 'A' duly verified by MO/ Doctor.

Checking of TA Bill :

-          It should be in prescribed form

-          it should have administrative approval

-          bill in original with  rail ticket/no.

-          Bills as per entitlement

Conveyance

-          In prescribed format

-          administrative approval

-          Bills as per entitlement

OTA:

-          Approval

-          Rates as per emoluments

Newspaper{

-          Certificate from employee

-          Cash memo for expenditure

-          As per entitlement

Lease:

As per lease agreement the prescribed monthly bills are passed.

Medical Attendence Rules.

;5. Passing of bills

Correctness and completeness

Signature

Time

The bills are checked for correctness of calculation as per entitlement of employee.

On passing of bills it is signed by ……

All bills submitted shall normally be passed with in 1 week of submission

Passed Bill

6. Handing over of passed bills to cashier

Time

The passed bills shall be handed over to cashier for payment within one day of its passing

7. Entry in cashbook

Entry

Name of employee, voucher no., cheque No., amount, head of Account to which payment relates

Cash Book

8. Preparation of posting sheet

Entry

Total of payment under different head is done on monthly basis.

9.  Dispatch of posting sheet to Compilation Division.

Time

The posting sheets shall be dispatched by 7^th of every month.

Posting Sheet

10. Prep. of bank reconciliation sheet

Checking

The bank statement is compared with cash book to ensure correctness of payment & deduction from FCI A/c

Bank Statement

Process/         Activity Stage

Measurable Parameters (critical to Quality)

Record

Parameter

Acceptance Criterion

1. Receipt of employee details

-          Appointment letter

-          Joining Report

-          LPC

- Absentee statement

Appointment letter should be signed by authorised person and all details like name, designation, scale etc. should be included in it.

Joining report should be recd. from Estt. Section indicating Date of Joining.

For the persons coming on deputation/ Inter Divn. transfer, LPC should be there for fixing his salary.  It should include pay particulars & recoveries.

All divisions should send absentee statement by 20^th of every month. It should include name, designation, no. of day of absent & nature of leaves.

Appointment letter

Joining Report

LPC

Absentee statement

2. Preparation of salary bills

i) Pay particulars

ii) Recoveries

i)                     Pay particulars are noted either from Appointment letter/LTC/JR/ as based on scale & No. of maydays salary is calculated.

ii)                   Recovery particulars noted from LPC/IT deduction on prorata basis & sanction received from Estt. Divn.

Salary Bill

3. Review of pay bills

i)Completeness

ii)Correctness of calculation

i)                     The salary bills should include the salary calculations of all the employees.

ii)                   The salary calculation should be correct.

4. Dispatch of pay bill to cash section

Time

The pay bills shall be dispatched to cash section ;by last week of every month

Pay Bill

5.Calculation of IT

Calculation of IT Deductions

Time

Income Tax is calculated based on the Gross earning of employee & the deduction of saving given by employee.

Calculation of IT is done in the last quarter

IT Rules as applicable

6. Finalisation of IT deduction & preparation  of pay bill for last month of financial year

Deduction of IT

IT deduction is finalized on the basis of actual IT calculated & IT deducted

IT Rules as applicable