V.O.CHIDAMBARANAR PORT TRUST

V.O.CHIDAMBARANAR PORT TRUST

INTEGRATED MANAGEMENT SYSTEM MANUAL

ISSUE NO: 00 APPROVED BY DATE: 05.07.17

1 | P a g e


PROCESS FINANCE DEPARTMENT

SECTION MANUAL FOR ADVANCE SECTION

ISSUE NO : 00

DATE : 05.07.17

APPROVED BY (WITH SIGN)




2 | P a g e

INDEX SI.NO TITLE PAGE NO

1 Cover Page 1 2 Index 2

3 List of Recipients 3 4 Revision Sheet 4

5 Introduction/Quality Policy & Objectives 5

6 Benchmark 7 7 Abbreviation 8

8 SIPOC 9 9 Interested Parties 10

10 Tour Advance & LTC Advance 11

11 Tour Advance Bill & LTC Bill 12

12 House Building Advance 13

13 HBA - Sanction of Second Instalment 14 14 IInd Mortgage of House Building Advance 15

15 Release Hypothecation of HBA Documents 16 16 HBA Insurance Premium 17

17 Hypothecation of Vehicles. 18

18 Organisation chart 19 19 Risk Assessment and Risk Treatment 20

20 Key Performance Indicator 20 21 Action to Address Risk and Opportunities 20

22 Hazard Identification, Risk Assessment and Controls

21

23 List of Registers 22 24 Common-Follow up action on Internal Audit and NCR, Follow up

action on External Audit.




3 | P a g e

LIST OF RECIPIENTS

SI.NO NAME OF THE RECIPIENTS CONTROLLED COPY NO

1

SR.DEPUTY CHIEF ACCOUNTS OFFICER/ ACCOUNTS OFFICER GR.II

1




4 | P a g e

REVISION SHEET

1. ISSUE STATUS :

SI.NO

ISSUE NO

DATE REASON FOR REVISION

1

1

05.07.2017 Upgradation & Integration of

QMS(9001:2015),EMS(14001:2015),OHSAS(18001:2007)




5 | P a g e

SCOPE

Advance Section is dealing in regard to Passing of TA Advance & Bills, Home Town travel

concession, LTC Advance & Settlement of Bills, House Building Advance, Releasing of

Hypothecation of HBA and Conveyance.

IMS POLICY OF THE PORT

We are committed to provide seaport facilities and related support services for seaborne

transport facilities by –

Ensuring quality service to EXIM Trade, by adhering all legal requirements.

Protecting the environment including prevention of pollution.

Ensuring safety by preventing injury and ill health.

Continually improving the overall effectiveness of IMS through

Employee motivation and empowerment with social responsibility towards the progress of

the Nation.




6 | P a g e

IMS OBJECTIVE OF THE DEPARTMENT

QMS

Settlement of vessel and cargo related bills within 3 days including Holidays and other payment bills within the Benchmark prescribed in the manual if all data are in order.

EMS To ensure reduction of paper and to conserve energy OHSAS To ensure prevention of ill health and injury.

IMS OBJECTIVE OF THE SECTION

QMS

Sanctioning and settlement of all advances within the prescribed time.

EMS To ensure reduction of paper and to conserve energy OHSAS To ensure prevention of ill health and injury.




7 | P a g e

BENCHMARKS

Sl.No. ACTIVITIES TOTAL DAYS FOR BENCHMARK

1 Tour Advance 4 Working days

2 LTC/HTC – Permission / Advance 4 Working days

3 TA Bills of Employees 3 Working days

4 House Building Advance 3 Working days




8 | P a g e

ABBREVIATIONS

FA&CAO Financial Adviser & Chief Accounts officer

SRDY.CAO Senior Deputy Chief Accounts officer

SR.AO Senior Accounts Officer

A.O. GR.I Accounts Officer Grade I

AO Gr.II Accounts Officer Grade II

DA Dealing Assistant

Dept. Department

No. Number

Yrs Years

G.P.F. General Provident Fund

H.B.A. House Building Advance

T.A Tour Advance

L.T.C. Leave Travel Concession

H.T.C. Home Town Leave Travel Concession

WD Withdrawal

AD Advance

ICS Integrated Computer System

CE Chief Engineer

SAP Systems, Applications & Products




9 | P a g e

SIPOC

1.

2.

KPI

Officers/ Employees Application form Tour advance / LTC Advance

Scrutinizing the form

and forwardfor

approval

CASH Section

Officers/Employees Application form House Building Advance

verify with the

service book and

checklist list is

prepared

FA& CAO for

approval

26.07.2018

Source of Inputs (S) Inputs (I)Process /

Activity (P)Outputs (O)

Receiver of Output /

Customer (C)

SIPOC Rev No : 00

Rev Date :

Process Name: FINANCE-ADVANCE Process Owner: FA Date:




10 | P a g e

V.O.CHIDAMBARANAR Port Format No. VOC/IP, Issue No: 01, Date: 05.07.2017

Interested Parties

4.2 Understanding the requirements of the Interested parties Interested Parties Requirements

Cash Section Verified application form from Advance section

Officers/ Employees House building advance




11 | P a g e

Tour Advance & LTC Advance

Input / Ref. Documents Activities Responsibility /Out put

Receipt of Tour / LTC advance applications from Officers/ Employees

Scrutinising the TA/LTC application and submit for approval

Enter in the Register: Sanction order T CODE ZHR-PERSONAL_ CLAIMS

A.O.Gr.II pass the bill and send to Cash Section by Register

D A Finance

Computer SAP-T Code ZHR_ Personal_ claimsTour Advance request and

Sanction formOrder(LTR907A) LTC/HTC(LTT 220) Reports LTC Advance Sanction Order(LTR906A)

All Departmen

t

DA / AO.GR.II

DA / AO.GR.II

DA / AO.GR.II




12 | P a g e

Tour Advance Bill & LTC Bill


Bills received are scrutinised if the bill amount is less than the advance drawn the balance remitted by cash through cash

receipt

Bills received in the full form will be entered in the Register

JAO authorise and pass the bill and send to Cash Section by Register : QA/ADV/RMT

D A

All Department (Less than)

All Department (More than)

Bills received are scrutinised if the bill amount is more than the advance drawn entry made in the Register and balance

amount if any, payment will be made through payment voucher A.O.Gr.II pass the bill and sent to Cash Section by Register

DA / AO.GR.II/

DA / AO.GR.II

Vouchers are prepared & sent to Cash Section for payment

Vouchers are sent to Accounts Audit & Budget Section and

payment made through salary

Through Cash Section




13 | P a g e

Computer & Conveyance Advance


Send to competent authority for approval. Intimate to all departments of the allotted fund

A register(QA/ADV/RCC) is maintained for watching of expenditure within the limits of budget allotments.

Allotted fund is distributed to all departments by taking in to account of the staff strength of each department.

D A

DA / AO.GR.II/

DA / AO.GR.II




14 | P a g e

House Building Advance


Send to Chief Engineer for Technical Sanction

Verify the Service Book with regards to Age, Basic Pay for

calculation of HBA, prepare and send the check list to concerned HOD for recommendation for approval

Receipt application from Officers/Employees and scrutiny the HBA document with reference to rules for deciding the

eligibility and the same send to Legal Adviser for legal opinion

Original Sale Deed hand over to AO.GR.II for safe custody

and the Title Deed send to FA&CAO for signature

All Department

DA / AO.GR.II/

DA / AO.GR.II

DA / AO.GR.II

DA / AO.GR.II/

CE




15 | P a g e

HBA – Sanction of Second Instalment


After clearance for second instalment from CE. The employee has to produce encumbrance certificate for sanction of

second instalment.

Sanction Order for II Instalment is prepared and

passed the bill and send to Cash Section by Register : QA / ADV / RMT

Receipt application for HBA Second Instalment and send along with the HBA file to Chief Engineer/TPT for

verification and inspection.

D A

All Department

CE

DA / AO.GR.II

DA / AO.GR.II




16 | P a g e

II Mortgage of House Building Advance


HBA file send to Chairman for approval

An undertaking will be received from the employee confirming

the purpose and send letters to banks / Financial Institution with original sale deed for sanction of loan on second Mortgage

Receipt of application for extension of the existing house.

All documents are verified with reference to HBA rules on Second Mortgage

D A Officer /

Employees

DA / AO.GR.II

DA / AO.GR.II




17 | P a g e

Release Hypothecation of HBA Documents


Receipt of no due certificate the title deed with discharge certificate send to competent authority for signature in

each and every page of the title deed.

The Original sale deed kept in safe custody of AO GR.II is handed over to the official

with proper receipt and witnesses

Receipt of application for releasing HBA Hypothecation and forward the same to Pay Bill Section for

furnishing no due Certificate.

Officer / Employees

Pay Bill

DA / AO.GR.II

DA / AO.GR.II

DA / AO.GR.II




18 | P a g e

HBA Insurance Premium


The amount recovered will be passed for payment and sent to Cash Section

Cheque received will be sent to the Insurance Company

Preparing a list of HBA annual insurance premium for all Officers / Employees for recovery. The recovery schedule

will be sent to Pay Bill Section every year during the month of December for recovery.

D A

Insurance Office

Pay Bill Section

Cash Section

DA / AO.GR.II

DA / AO.GR.II




19 | P a g e

Release Hypothecation of Vehicles


Verification of application with Form35 with reference to vehicle number as per Registration Certificate (RC)

Book and send to Pay Bill for furnishing No Due Certificate.

On receipt of No Due Certificate the Hypothecation Form35 is signed and handover to the employee

for onward transmission to Regional Transport Officer.

Receipt of application for releasing of Hypothecation in respect of vehicles in Form35

Officer / Employees

DA / AO.GR.II/

DA / AO.GR.II/

DA / AO.GR.II




20 | P a g e

ORGANISATION CHART

FINANCIAL ADVISER & CHIEF ACCOUNTS OFFICER

SENIOR DEPUTY CHIEF ACCOUNTS OFFICER.

ACCOUNTS OFFICER GR.II

DEALING ASSISTANT




21 | P a g e

RISK ASSESSMENT AND RISK TREATMENT

RISK CONTROL METHOD/PROCESS Insufficient data Sufficient datas to be furnished

KEY PERFORMANCE INDICATOR: SANCTIONING AND SETTLEMENT OF ALL ADVANCES WITHIN THE PRESCRIBED TIME.

ACTION TO ADDRESS RISK AND OPPORTUNITIES We determined the risks and opportunities related to its environmental aspects (see 10.2),

compliance obligations (see 10.4) and other issues and requirements, SI NO

ASPECT IMPACT CONTROL METHOD

1 Consumption of electricity

Reduction in Natural resources

EMP/01

2 Consumption of paper Reduction in natural resources

OCP/01

Reference Standard Requirement

ISO 14001:2015, Clause: 6.1.1




22 | P a g e

Hazard Identification, Risk Assessment and Controls SI

NO

HAZARD RISK CONTROL

METHOD

1 Radiation Eye strain SOP/3

2 Electrocution Human Injury SOP/1

3 Dust Health hazard SOP/3

4

5 6 7 8

Leakage of cartridge Tin Tag puncturing Body joint pain Slippery Dust emission

Health hazard Human Injury Human Injury Human Injury Respiratory Disorder

SOP/1 SOP/1 SOP/3 SOP/3 SOP/4




23 | P a g e

LIST OF REGISTER :

Sl.No. NAME OF THE REGISTER CODE NO. Retention Period

1 Bill Receipt Register for T.A QA/ADV/RBR 2 Years

2 Bill Register for L.T.C/H.L.T.C QA/ADV/RLT 5 Years

3 House Building Advance Register QA/ADV/RHB 15 Years