Codes - Indian Railways

Codes - Indian Railways

SN	Code	Index Letter	Dept	Year of First edition	Year of Latest edition	No of volumes	Remarks
1	Accounts Department	A	Accounts	1940	1983	2	Part I - General Accounts. Chapters 1 to 19 Part II - Traffic Accounts. Chapters 20 to 34
2	Engineering Code	E	All Depts			1	19 chapters
3	Administration & Finance - An introduction	G	All Depts	1976	1991	1	12 chapters
4	Finance Code	F	All Depts		1981	2	Part 2 -  Classification of expenditure & receipts
5	Establishment Code	R	Personnel	1940	1985	2	Part I - 1 to 12 chapters Part II -
6	Stores Code	S	Stores	1938	1990	2	Part I - 1 to 11 chapters Part II - 12 to 33
7	Traffic Dept (Commercial)	T	Commercial	1939		1	19 chapters
8	Rolling Stock	W	Mechanical	1940	2016	1	11 chapters. Previous name is Mechanical Dept code (workshops)

Notes:

·         The erstwhile Indian Railway General Code (provisional edition published in the year 1938) was re-written in two separate texts under the titles " The Indian Railway Administration and Finance—An Introduction " and " Indian Railway Finance Code ".

·         Code Revision cell was constituted in 1973 year

·          Paragraphs Numbers.-For convenience of indexing and of reference, the paragraphs have been numbered according to a 3/4 figure "Code".  First 1 or 2 digits indicates chapter number.  Last 2 digits indicates Para Number.

examples:

1) 1302 - A I- paragraph 2 of Chapter XIII of Accounts Code Volume I

2) 116 - F I indicates Paragraph 16 of chapter I of Finance Code volume I

·         Forms indicate as follows.  The index letter of the code in question being prefixed to the number of the paragraph in which the form is Illustrated Code Index letter is prefixed (unlike suffixed in case of Paragraphs)

                Example: S-1313  .  That is form that is described and illustrated in Paragraph 13 of Chapter XIII

                                                  of Stores Code.  (combined Requisition and issue Note for drawing materials

                                                  from stores Depots)

·                  Simply, The Index letter of the Code is prefixed for Form Number and is suffixed for Paragraph

             Number.

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Accounts office - Various Sections

Accounts office - Various Sections

1.       Administration  - All the staff matters of Accounts dept. such as appointment, posting, fixation of pay, preparation of seniority list and other personal matters.

2.       Establishment  -  Passing of salary bills & other misc bills of Gazetted and Non gazetted staff

3.       Finance Expenditure - Scrutiny of all the proposals effecting railway finances & tendering financial advice to the executive concerned, critical examination of the tender documents including contract agreements etc.

4.       Finance Establishment - Scrutiny of proposals for creation of new posts, extensions of the currency of temporary posts, up gradation of certain posts.

5.       Provident section: Maintenance of PF/NPS account of all the employees, settlement of PF/NPS at the tune of retirement, death etc. passing of various advances & withdrawals from PF, transfer of PF account, in case of transferred employees.

6.       Pension & Settlement section: All the matters in connection with arranging the payments of final settlement due, DCRG, pension, leave salary etc. in favour of the railway employees who have retired from the Rly service or ceased to be an Rly employee due to various reasons.

7.       Books / Booking -  Maintenance general books  i.e. cash book, journal, ledger etc. preparation of monthly & annual account current, consolidation and submission of monthly & annual returns to the Rly Board, raising & accepting debits / Credits issued to any by various divisions / Rlys. Other Govt. Depts. Etc,  preparation of cheques & post Audit of all the paid vouchers are dealt with this section unpaid wages, pay orders are passed by this section.

8.       Budget -  Compilation of Budget estimates recd from various depts  & timely submission of the same to the Rly. Board Office, compilation of appropriation accounts, preparation of Monthly, Quarterly financial reviews as a managerial tool of financial control.

9.       Expenditure -  Make prompt payment of all the works bills preferred against the railways including contractors bills for work done,

10.   Inspection & Audit -  Examine the initial books/records maintained by various executive dept. including accounts offices. Prompt disposal of all the audit objection including inspection reports / draft Para / audit notes.

11.   R & D ( Receipts & Dispatch) / record section - Receipts & Dispatch of all the communications in the account office. Similarly systematic various types of paid vouchers making available the same as & when required, storing of the forms & stationary including various types of books & registers and supply of the same to the various sections when demanded for.

12.   Traffic Accounts - primarily deals in the internal check & compilation of Traffic earnings from the station returns. In addition, It conducts inspection by its inspectional staff to check the primary document from which the station returns are prepared. Maintenance of traffic book,

13.   Cash and Pay - Responsible for the receipt of all the department cash receivable to the Rly Admn. on account of various services rendered by the Rlys, prompt deposit of the same in the RBI/ SBI . Disbursement of all the cash in respect of various types of bills passed for payment by the account officers from time to time.

14.   Stores - A. Advising to Stores dept in respect of procurement of Material & deciding the policies for effective inventory management. B. Arranging prompt & correct payment to all suppliers & vendors. C. Maintenance of accountal of material procured. D. Watching of liabilities incurred against Budget Grant. E. Accountal & arranging payment of Fuel i.e. Diesel & Lubricants purchased for the purpose of traffic operations. F. Assistance in sale of Scrap material & accountal thereof. G. Maintenance of Books & Ledgers as per the requirement of Govt. Accounting. H. Periodical inspection of Livestock & Dead Stock of all over the Zonal Rlys. Offices. I. Dealing with the proposal required for Rolling Stock & Workshops material and accountal thereof.

15.   Workshop Accounts - Maintenance of costing data in related to workshops, Preparation of WMS account, Raising of Debits of work done against the various railways, Calculation of Incentive etc

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Functions of Accounts Department

Functions of Accounts Department

( First Para of First chapter of Accounts Code Volume 1 - 101- A  )

1.       Maintain/ Keeping the Railway Accounts as per prescribed rules. (General Books such as Daily Cash Book, Monthly Cash Book, Journal and Ledger)

2.       Preparation various periodical accounts such as Account Current, Appropriation Accounts, Profit & Loss Account, Balance Sheet etc

3.       Internal Check : Check of all receipts and expenditure of railway with reference to rules/orders.

4.       Prompt settlement of proper claims against the railway. (payments thereof is arranged by drawing the cheques on Banks)  That is without delay, settle the claims in reasonable time. Also ensures the claims should be proper (not fake/duplicate).  

5.       The primary responsibility for the allocation of all receipts and payments rests with the concerned departmental officers. Each bill or voucher received from them should show the correct allocation of the receipt/expenditure in the fullest detail. The Accounts Department is responsible for seeing, to the extent it is possible for them to do so, that the allocation shown on the initial document is not prima facie incorrect.  (217-A)

6.        Compilation of Budget  in consultation with other depts(however preparation of budget lies with executive depts only), Monitoring the budget during the year and Budgetary reviews.

7.       Tendering/Advice to the administration whenever required or necessary in all matters involving railway finance.

8.       Management accounting functions - A) Providing financial data for management reporting B) participation in purchase/contracting decisions (as Member in Tender Committees)

9.       Seeing that there are no financial irregularities in the transactions of the Railway.

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eOffice

eOffice

Website : https://eoffice.gov.in/

Vision:  To achieve a simplified, responsive, effective and transparent working of all Government offices.

·         Implement across the Governments, Central, State and district levels

·         Paperless office

·         Agency to dealt eOffice – NIC- National Informatic Centre, New Delhi

·         Streamline workflows for both intra and inter government processes

·         Built on Open Architecture.  ( Open architecture is a type of software architecture intended to make adding, upgrading, and swapping components easy)

·         Covered in 350 Departments (Indian Railways is one among them)

·         It is a MMP –Mission Mode Project under the National e-Governance programme of Government of India.

Benefits:

·         Transparency -  Files can be tracked and their status is known to all at all times

·         Accountability – the responsibility of quality and speed of decision making is easier to monitor

·         Data security and data integrity

·         Releasing staff energy and time from unproductive procedures.

eOffice – Products

1.    eFile 

·         Simplified, Accountable, Responsive, Effective, Transparent Electronic System

·         Paperless office

2.    KMS -  Knowledge Management System

·         Maintaining a central / single repository of Policies, Forms, Acts, Regulations, Circulars, Guidelines, Standards and Manuals – Where all Departments/ ministry users can access/view/search/share.

3.    CAMS – Collaboration And Messaging Platform – to communicate effectively and share information and ideas in real time.

4.    PIMS – Personnel Information Management System  - workflow based system for maintaining the details of an employee i.e., identity, skill sets, contact details, posting & location, CGHS – Central Govt Health Services, Nomination, Service volume I & II, Loans, Salary details, HBA, Record verification details.

5.    eLeave –  simple intuitive workflow based system –

·         apply the leave online, track the status of applied leave, details of leave taken and balance in leave account

·         eliminate the paper based applications

·         Approving authority can view the leave balance and also leave details prior to approving the leave.

6.    SPARROW -  Smart Performance Appraisal Report Recording Online Window

·         Electronic filing of APARs – Annual Performance Appraisal Reports by Officers – fills from anywhere, anytime as per their convenience.

7.    eTour

·         Apply and approve tour online, from anywhere, anytime

·         From applying for  the tour to the final settlement of bills

·         Apply for, cancel, approve/reject and view tour records without any hassle and delay of going through the paper work.

·         Complete trails of the employee’s tour and plans

eOffice – Indian Railways

·         Shift from manual filing system to eOffice

·         eOffice shall run on Railtel Network.

·         Railtel, a miniratna PSU of Indian Railways  - responsible for rollout the eOffice – Maintain the Application for five years after commissioning and ensure complete handholding session along with support for hardware/software

·         Technical support & Execution at Zonal Raiways/Divisions by S& T Department.

·         Based on CSMeOP – Central Secretariat Manual of e-Office Procedure.

·         Giant leap forward to digitize and achieve greater efficiency and productive for Indian Railways  

·         Cloud enabled software  ( where cloud-based and local components work together – accessed through a web browser with a continual internet connection)

·         Guntur Division in SCR – First Division in Indian Railways to rollout the eOffice

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