Field Office Accounts

Field Office Accounts

By : Accounts Branch Head Office PHSC

Funds being released to the Field officesDMC OFFICE CIVIL DIVISIONS CIVIL SURGEON/SMO/MS

OFFICE

1. Non Plan HeadsSalaries, SanitationBio Medical WasteOther ExpensesT.A./DA , Telephone , Medical reimbursement, LTC, staff Welfare, Entertainment, Printing & Stationary, Postage & Courier, Vehicle Petrol & Maint. Exp., Equipment /Furniture Maintenance & other operational exp.

2. Scheme funds TelemedicineJan AushdiZila ParishadsRSBYNRHM, PPPMobile Van

3. From Civil Surgeon Office.

1. Non-Plan2. Civil Works NRHM Core Plan Hot Line

1. Scheme Funds Trauma Centers Nursing School Rogi Kalyan Smitis

Scheme funds –DMC OfficeHEAD EXPENDITURE OBSERVATION

1. Telemedicine Telephone Bills Last date of deposit should be taken care off

2. Jan Aushdi Computers, Overall expenditure made by RCS/RKS on JAS.

3. Zila Parishads Medicines Purchase Detail of medicines purchased.

4. RSBY Computers, Camps. Account to be submitted

5. PPP/Max Healthcare Bathinda & Mohali

Electricity Connection etc. Upfront fee and detail of expenditure to be account for

6. Nursing School MKH Patiala, MS Jalandhar

& C.S. Amritsar

Seed money on loan basis for set up of Nursing Schools

U.C. along with detail expenditure to be submitted

Type of Accounts & Submission DatesType of Account Submission DateMonthly Account (Copy of cashbook, Trial Balance Annexure enclosed)

By 10th of Every Month

EPF Statements By 7th of Every Month

T.D.S. Statements By 3rd of Every Month

Funds Requisition By 20th of Every Month

Bank Reconciliation & Statement Every month with Monthly Account and bank certificate from the bank at the end of the financial year (upto 30th April)

ERF Account Reconciled ERF Statements in respect of Each Hospitals as on March 2011 by 30.06.11

TRIAL BALANCE FOR THE MONTH OF S.NO. PARTICULARS ANN. DEBIT CREDIT

1Personnel Expenses

I

2Administrative Expenses

II

3. Hospital Exp/Financial Exp. III& IV

4.

Furniture & Equipments (Assets)

V

5Medicines & Medical Lab Supplies

VI & VII

6. Local Training VIII

7.

Equipment Maintenance

IX

8Vehicle Maintenance (With Details)

9 GIS (DMC Salary) VII

10Surgical Pack Maintenance

11Advance to Staff

X

12 Advance to SMO XI 13 Sale of Tender Forms 14 Other Receipts 15 Bank Interest 16 Head Office Account 17 C.P.F. Contribution 18 TDS (Salary) 19 T.D.S. (Sanitation & Others) 20 Cash in Hand

21Balance with Bank (Reconciliation Attached)

TOTAL

Copy of Cash Book

Receipts Amount Expenditure Amount

Opening Balance Cash Personnel Expenses (Annexure-I) Bank:

Administrative Expenses (Annexure-II) Hospital Expenses (Annexure-III)

Receipts From Head Office Financial Expenses (Annexure-IV)

Other Receipts Furniture & Fixtures (Annexure-V)

CPF. Contribution Equipment Office/Hospital (Annexure-V)

TDS Medicine and supplies (Annexure-VI)

Advances

Income Tax Vehicle Maintenance

Bank Interest Remittance to H.O.

Rajiv Gandhi Mobile Van Salary to DMC & Arrears

HRA Deducted Salary Payable/Paid (Detail)

Closing Balance Cash

Bank T O T A L T O T A L

Personnel expenses Annexure-IS. No. Particulars Expenditure

during the monthExpenditure

upto dateObservations

1 SALARIES Full detail of salary should be provided

2 LTC -

3 TA TO STAFF TA/DA payment should be paid as per PHSC norms.

4 STAFF WELFARE

5MEDICAL REIMBURSEMENT

To be submitted with detail of the officials who are paid medical reimbursements with sanction reference

6 ARREARS OF SALARY Arrear of salary to the contractual staff should be approved from the HQ.

7 LEAVE ENCASHMENT

Total

Administrative Expenses Annexure-II

S. No. Particulars Exp. during the month Exp. upto date Remarks

1 PRINTING & STATIONARY

2 TELEPHONES,FAX & TELEX

Entitlement is for DMC office Phone, his mobile & residence. *1,500 call for two months (Mansa)

3 ENTERTAINMENT EXP.

4 FREIGHT & CARTAGE

5 MEETING EXPENSES

6POSTAGE

7 TRANSPOSRT & POL EXP. 290 Ltr. Petrol or 440 Ltr.Diesel

8 LEGAL FEES & EXP.

9 MOBILE TEL EXPENSES (DMC) 1000/- p.m or actual whichever is less bill required

10 MOBILE TEL EXPENSES(CS) 1000/- p.m or actual whichever is less bill required

TOTAL

Hospital Expenses Annexure- III

S. No. Particulars Exp.During The Month Exp.Upto Date

1 HOSPITAL SIGN BOARD

2 HOSPITAL STATIONARY

3 SANITATION & LAUNDRIES

4 DIESEL TO AMBULANCES

5 CONTINGENCIES This sub head has been cancelled , hence forth .

6 PETROL EXPENSES OF OFFICE VEHICLES

7 TELEMEDICINE TELEPHONE

8 BIO MEDICAL WASTE LIFTING

9ADVERTISEMENT EXP./ IEC ACTIVITY

Specific for sanitation & Bio Medical Waste tenders .

TOTAL

Financial Expenses Annexure-IV

S. No. Particulars Exp. during the month Exp. upto date

1 BANK EXCHANGES & COMMISSION

Total

Equipments Annexure-V

DETAIL OF FIXED ASSETS

FURNITURE & FIXTURE

S. NO. NAME OF THE ASSET HEAD QTY AMOUNT

MINOR MEDICAL EQUIPMENTS


MAJOR MEDICAL EQUIPMENTS


EQUIPMENT OTHERS


Medicines Annexure-VIS. NO. NAME OF THE MEDICINE BILL NO. & DATE HEAD QTY AMOUNT

S. NO. NAME OF THE ITEM BILL NO. & DATE HEAD QTY AMOUNT

Hospital Lab Supplies Annexure-VII

Equipment Maintenance Annexure-IX

S.NO. PARTICULARS HEAD EXP. DURING THE MONTH EXP. UPTO DATE

Trainings Annexure-VIII

S.NO. PARTICULARS HEAD EXP. DURING THE MONTH EXP. UPTO DATE

Staff Advances Annexure-X

S.NO.

DATE NAME OF EMPLOYEE

DESIGNATION PURPOSE OPENING BALANCE

GIVEN DURING THE MONTH

ADJUSTED DURING THE MONTH

BALANCE AS ON DATE

1

Other Advances Annexure-XI

S.NO.

DATE NAME OF SMO/OTHERS

DESIGNATION PURPOSE OPENING BALANCE

GIVEN DURING THE MONTH

ADJUSTED DURING THE MONTH

BALANCE AS ON DATE

1

Deductions from Salaries

S. NO. PARTICULARS DATE OF DEDUCTION

AMOUNT DEDUCTION NET AMOUNT

Other Deductions, T.D.S. from Contractors

S. NO.

PARTICULARS DATE OF DEDUCTION

AMOUNT DEDUCTION NET AMOUNT

Head Office Account

S.No. Date Particulars Debit Credit Balance

01.04.11 Opening Balance

Salary Detail PerformaS.No. Name Designatio

nGross Salary

CPF Income Tax Deducted

Wheat Loan Deduction

Others Total Ded. Net Salary Date of Increment

Points to Remember• Monthly demand by due dates.• Funds to be received in saving Bank Accounts(RTGS except Amritsar

& Ropar.)• Blockage of Funds (Patiala, Ludhiana, Jalandhar)• Release is subject to furnishing of monthly Accounts .• Funds utilization should be for the heads for which it is released .• There is always a sanction for each & every public funds. • No public money can be received in sub offices unless authority is

not delegated for the purpose• Essential deductions & deposits under Statutory liabilities should be

taken care off.

PENDING ACCOUNTS OF DMC OFFICESS. No. Name of District Month

1 Amritsar May

2 Barnala May

3 Faridkot April, May

4 Ferozepur May

5 Gurdaspur May

6 Jalandhar April, May

7 Muktsar April, May

8 Nawan Shahar April, May

9 Patiala May

10 Ropar May

11 Tarn Taran April, May

Issues: Submission of monthly accounts along with details in time . No Expenditure will be admissible except the define head of expenditures. The Performa of trial balance is uniform for all & any other form of Accounts will not be accepted. Funds will not be released unless Balance in hand is not reported and monthly account is not submitted TA/DA payment should be as per PHSC rules . Head of expenditure should be mentioned for proper posting in the balance sheet of PHSC. Requirement of funds should reach before 20th of every month. Bank reconciliation statement with copy of bank statement. Head office account with opening & closing in consolidated form since 1st April onwards . Detail of Assets & Equipments purchased from which head. Detail of heavy repair of equipments. Detail of expenditure against the funds received for other projects. Detail of disbursement of Salaries. Action to be taken to adjust/recover advances given to SMO’s & others. T.D.S. deduction details should reach before 3rd of every month. T.D.S. reconciliation personal

responsibilities of respective accountants.

Thanks

Documents

Field Office Accounts