Administration Manual - B.E.S.T. Undertaking.

3. PROCEDURE & ACCOUNTING OF THE PAYMENTS ACCEPTED AT
COUNTER :
3.(1) Payment received at counter :-
Receiving Counter Clerk before accepting the amount has to ensure the viz. amount
in figure/words, Account Head to be credited/Code, Authorities Signature etc. from the
payer’s letter/instructions is noted at counter if any. After his satisfaction, amount is
accepted and immediately computerised receipts are issued. Revenue Stamp of Re.1/-
are affixed on each receipt issued for more than Rs. 5000/- except receipts of Brihan
Mumbai Mahanagarpalika. Original receipt is detached after signing by the counter
clerk and handed over to the payer & the carbon copy remains in the Receipt Copy File
as office copy.
Receipt Nos/Dates are written on the document against which payment is accepted.
Such documents are retained with the counter Clerk for audit and future reference, and
are preserved for one year in connections with Outward Bill Deposit (OBD) ,Credit
Balance ( CB), Ex-employees recovery against P.F. payment and other dues are
maintained in separate files.
RECEIPT IN CONTINUOUS STATINERY FORM :
Receipt is issued for each payment accepted at cash counter. To facilitate the daily
routine work at cash counter, Audit checking and accounting, separate types of receipt
for separate nature of payments are issued.
* Types of Receipt :
1) Deposit Receipts
2) Miscellaneous Receipts
Deposit receipts are issued for accepting following payments such as :
E.M.D. : Tender, Earnest Money Deposit
S.D. : Tender Security Deposit
Q.D. : Officer Quarters Deposit & Staff Quarters Deposit.
Miscellaneous receipts are issued for accepting following payment. such as
Rent Receipt, Administrative charges, Cost of tender form cost of fine for loss of
identity card cum Bus Token, Outward Bill Deposit (O.B.D), Ex employees recovery
(EER) etc.
Advance Receipt
Tender Deposit Receipts :
These receipts are of refundable nature & used for –
i) Earnest Money Deposit from Contractors/Suppliers.
ii) Security Deposit from Contractor/Suppliers
iii) Security Deposit from Employees ( Trainee Probationers)
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