24
No.
S&S/21(4)/RL-2000
Dated : 08.09.2000
CIRCULAR
NO. 2
Subject
:
Control of Transit and Storage Losses – clarification on procedures
and documentation.
Ref.
1.
Hqrs. Circular No. S&S/21(4)/RL/98 dated 6.11.1998
2.
Hqrs. Circular No. S&S/21(4)/RL-SL/99 dated 24.12.1998
3.
Hqrs. Circular No. S&S/21(4)/RL/98 dated 20.07.1998
1.
You are aware that the reduction in incidence of grains shortages have
been engaging the attention of the Corporation for quite sometime. A system of
documentation for locating the cause of losses, its speedy regularization and
fixation of responsibilities had already been set out in the above mentioned
circulars.
2.
Recently, Chairman has issued instructions that at Regional level the
transit loss should not exceed 0.5% and where losses remain high it will be
considered as a case of inefficiency and lack of devotion to duty and
responsibility will be fixed upon the concerned.
3.
Most of the transit losses are reported in the consignment dispatched
ex-North. It is the duty of the AM(D) and AM(QC) incharge of the depots to be
physically present during the loading of the special to ensure that (a) no cut
and torn bags are loaded from the depot into the truck for road bridging to the
loading railhead, (b) there is not short loading of bags, (c) quality of
foodgrains is FAQ and as per sample bags (wagon samples & not stack sample
or truck sample) placed in each wagon (d) convoy note is placed in side each
wagon (e) telegram, dispatch documents, Loading statement, dispatchers ICCO
certificate are rushed immediately to the consignee and others as per rules.
Further the moisture content of the foodgrains at the time of issue from the
depot for dispatch (including that of cave bags) has to be recorded so as to
assess the reasonability of the quantity of shortages due to drainage.
4.
A copy of the dispatching ICCO’s certificate should hereafter be sent
to SRM of the consignor region also.
5.
The stocks should be weighed fully quality ensured before taking over
from the agencies in
6.
In order to ensure proper weighment at the time of dispatch/receipt, the
weighbridge provided in the depot should be checked by DM/JM (Mech.) for timely
calibration. It may also be ensured that all the stocks dispatched from the
depot should be weighed on lorry weighbridge at the time of leaving the depot or
enroute to the railway station and shall also be covered with tarpaulin with due
sealing of the truck, if escort is not provided, which shall be checked by FCI
officials at the railhead as to the intact nature of the truck seals and
tarpaulins.
7.
The DM and DM (QC) concerned are also to conduct surprise checks on the
loading and unloading operations to ensure correct weight and no. of bags are
loaded / unloaded and documentation is made timely. It may be also be ensured
that foodgrain of proper variety / classification / quality is loaded. In case
any cut and torn bags and poor quality stocks or short bags are observed in the
wagons on receipt at destination, both the dispatching AM(D) and AM(QC) will be
personally held responsible.
8.
It is observed that some times the recipient station falsely lodges
complaints about transit shortages and about quality of stocks. To overcome this
problem it has been laid down in the instructions that AM(D) and AM (QC) of the
dispatching centres after identifying the stocks for dispatch should draw three
representative wagon samples jointly for each wagon and place two such sealed
samples alongwith signed sample slips in each loaded wagon alongwith convoy
notes with legible entries before the wagons are sealed. This will enable that
recipient stations to verify the quality of stocks to avoided false quality
complaints and to ensure that the stocks received are in conformity with the
quality dispatched. This will also facilitate this will also pave the way for
reduction in transit losses and also avoid accumulation of huge stocks of BRL
Rice/Sub-standard Rice at destinations.
9.
It is further emphasized that during the time of placement of wagons the
concerned AM(QC0 and AM(D) should not proceed on leave or they shall not be
called for any other duty and they must remain present in their depots to
supervise the loading / unloading.
10.
it is also observed that when the RRs are not received, the consignee
depots are finalizing wagonwise transit losses based upon carrying capacity.
Such a procedure gives misleading and confusing results, which will be quite
different from the accounts at the end of the financial year. While the
unloading statement, verification of samples, convoy notes, quality of grains
has to be verified at the time of unloading of each wagon shortage of bags as
compared with seal card, cut and torn bags by the unloading officers, ICCOs are
to be communicated to dispatching depot, DM, SRM immediately in case of any
complaint. However, the transit loss against each wagon has to be finalized
recorded after receipt of RRs/Despatching Units ICC certificate based on RR
weight only against each wagon which should tally with TOI against each wagon.
11.
The above instructions are to be strictly adhered to reduced the transit
and storage losses. The inspecting officers at the regional level have to verify
the documentation at each rail head atleast once in a month of all specials
loaded/unloaded.
P.V.
RAMANA RAO
Executive
Director
All
ZMs/SRMs
Copy
to :
1.
PS to Chairman / MD
2. All
Executive Director for inspection of these aspects also when they visit /
inspect a depot / railhead / district.
EXECUTIVE
DIRECTOR-I
*****