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

165
entries for payment of interest on public loan, Sinking Fund instalments on public
loan, accrued interest on Public Loan as on 31 st March every year, monthly transfer of
securities from General Investment to Sinking Fund investment A/c as per the G.M.’s
sanction, transfer to excess investment in Sinking Fund Investment A/c to Dy.Chief
Auditor, Local Funds Accounts, normally after every 2 to 3 years. This Supervisor
solves the queries raised by the Auditor during the course of Audit and after receipt of
certificate from Dy.Chief Auditor, Local Funds A/cs, the excess investment in
Sinking Fund Investment A/c is transferred to General Investment A/c by passing a
necessary J.E. with the approval of G.M. Investment in Sinking Fund is made from
General Investment A/c. Therefore this Supervisor is required to ascertain the future
requirement of securities under General Investment A/c for monthly transfer to
Sinking Fund Investment A/c and advise Supdt. Cash to invest certain amount in the
security, initially to be held under General Investment A/c and subsequently to be
used for monthly transfer to Sinking Fund Investment A/c.
7) To prepare closing of Accounts intimation notes addressed to various Departments,
requesting them to send necessary JE advices to the Accounts Dept. on or before a
particular date, before closing of Books of Accounts and to keep the record of JE
advices received from various departments in response and to send reminder letters to
concerned Departments for non-receipt of JE advices if any.
8) To prepare Closing JE such as Cost of Bus Token & Passes on the basis of the
Statement received from EDP Department, Fidelity Insurance Fund and Outstanding
cash collection on the basis of the information received from various departments,
accrued interest on General Investment etc.
9) To prepare Appendix E-6 (fixed capital expenditure), E-7 (Schedule of general
Investment) E-12 (calculation of interest on the use of Internal Funds within the
business after closing of Books of A/cs. E-8 (Schedule of Sinking Fund Investment)
E-10 (Schedule of Public Loans), E-11 (Movement in Sinking Fund).
10) To supervise the work of TDS Section i.e. TDS from Contractors, Sub-contractors
and Professionals. To make correspondence with Shri S.M. Pradhan, Income Tax
Consultant and Shri P.C. Joshi, Sales Tax Consultant, to solve various types of
queries regarding TDS & TCS. To file quarterly e-TDS return of Contractors, Subcontractors
and Professionals with the help of EDP Programmers with NSDL.
Supervisor 2, J.E. Section:
Supervisor of the JE Section is the overall incharge of all the papers/JE advices
received from various Departments for passing the JE. This Supervisor keeps the
record of each and every JE advice right from receipt of the same from the concerned
department upto the same paper is filed alongwith JE by the Record Keeper. The
duties carried out by this supervisor are given below :-
1) To make the scrutiny of each and every JE advice received from various
Departments and arrange them as monthly JE, Advance liquidation JE, M.M.
Department JE, etc.