Accounts Code II - Revised (for Traffic)

After 30 years , Indian Railways Accounts Code Part 2 (deals with rules and procedures of  accountal of Traffic Receipts) has been revised and published by Railway Board on 30.08.2016.

Click here for Accounts Code Part Two 

(useful for candidates who opt for Traffic Accounts)

Accounts Code Part Two 

PDF version of Accounts code Part II

Cash Remittance Note

Cash Remittance Note

                                              Station Accounts - Without books  2016  - 5 marks

·         CR (Cash Remittance) Note  is the Remittance Note used by the Station Masters for sending the cash, Cheques & Vouchers to the Cash Office

·         Serially numbered and bound in Book.

·         Prepared in 3 foils.

o   First  -Block Foil - Retained with the Station Master. 

o   Second - Counter foil sent to the Traffic Accounts office by the Cashier . duly stamped with the office seal and signed by the Cashier and the Cash witness and return the same to the Station Master. The same should be attached to the respective Block foil.

o   Third - Outermost foil passing to the Traffic Accounts Office

·          Only One C R Note  - for remittance of all the cash received at the Station from all Sources.

·         Erasures/alterations in the CR Note are totally forbidden.  If it is required, fresh one is prepared duly cancel the incorrect one.

·         Reverse side of CR Note - Details of Currency notes, cheques & Vouchers which represent cash should be noted. If space is not sufficient, a separate memo should be prepared in manuscript.

·         Must be personally signed by the Station Master or authorized person and stamped with his station cash seal.

·         A memo of vouchers must invariably be prepared separately for goods and coaching vouchers. The memo of vouchers, together with the vouchers, should be placed in an envelope which should be sealed and the total amount of the vouchers enclosed should be clearly recorded on the outside of the cover.

·         The number of the cash bag in which the cash is remitted should be entered on all the three foils of the cash remittance note.

·         Nil CR Note - prepared with the word NIL on CR, if there  is no cash.

·         Responsibility of Traffic Cash witness - Signing the counterfoils of CR note and see  the entries of the CR notes are correctly made in the Cash Office records.

·         If a cash receipt is not received back in time, the Station Master should immediately report its non-receipt to the Cashier.

·         The credit on account of cash and vouchers should be taken in the balance sheet on the basis of the cash receipts received from the Cashier and not on the basis of remittances.

Procedure - Railway Stations/out agencies permitted to pay their cash collections direct to nearest authorised Bank:

·         Each remittance should be sent to the authorized Bank with the book of TR Notes (Treasury Remittance Notes) printed in blue paper in the proforma appearing at Appendix XXIV/E

·         TR note containes - 3 foils.

·         The Bank, will write in words at the foot of each form for the amount received, will retain the third foil and return the book with first and second foils duly signed. 

·         The foil bearing the signature of the said officer should be sent to the Cashier along with the cash remittance note.

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Advice of Internal Check

Advice of Internal Check

Station Accounts (without books) -2016 - 5 marks

·         Form A. 2751   Click here for 27th chapter of Accounts Code volume 2

ADVICE OF INTERNAL CHECK RELATING T THE COACHING/GOODS BALANCE SHEET OF ……………….STATION FOR THE MONTH ENDED…………………….20……

Particulars	Debit(Rs.)	Credit (Rs.)
Balance at the end of month as per Station Balance Sheet
Balance at the end of the month as altered by the Accounts office Differences Vide………………………………..

*Here detail the Error Sheet, etc. previously advised, or give details working up to the difference. The ………………………………..20 …………………...…………………………………

 For Financial Adviser and Chief Accounts Officer

·         Prepared by Traffic Accounts Office.

·         Prepared after check of the Station Balance sheet completed and sent to the Station concerned.

·         Separately for Coaching and Goods traffic.

·         Will compare the closing balance of Station Balance Sheet with that arrived at by the Traffic Accounts Office as a result of the checked the various documents and returns submitted to it.

·         The difference between the two balances will be supported by the details working up to it.

·         All Debits and disallowances advised  therein should be taken to account by the Station Master, if not already done in the balance sheet on hand irrespective of whether the connected error sheet has been received or not.

·         Copies of the missing error sheets, if any, should be called for from the Traffic Account Office or from the Outstanding Branch, where one exists.

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Differences between questions - Station Accounts 2016 (Without books)

Differences between questions - 

Station Accounts 2016 (Without books)

4.   Distinguish between the following pair of words (5x4 marks)

     i.           i.        Left luggage and Lost property

DIFFERENCES BETWEEN

S.N.	Left luggage	Lost property
1	Tendered by passengers for temporary custody at stations, authorized to receive it.	Consignment., etc,  lost or unclaimed, other than booked consignments, found at Railway premises or in Trains
2	Left luggage ticket is issued to passengers describing the articles so tendered in the prescribed form.	All lost or unbooked articles found by  or made over to Station staff are immediately entered in lost Property register.
3	Left luggage is returned to the passengers on receipt of prescribed charges based on the time.	If claimed and identified later, to the satisfaction of the Station Master, it may be delivered to the owner on payment by him of storage charges at the rates given in the tariff. Lost property not claimed is sent to be Lost Property Office under “Free invoice Way bill”

    ii.        Approximate Balance Sheet and Accounts Office Balance Sheet

DIFFERENCES BETWEEN

S.N.	Approximate Balance Sheet	Accounts Office Balance Sheet
1	Purpose: Prepared when the Station Balance Sheet is not received from  a Station up to the close of the accounts for the month	Purpose: To bring into account the carriage bills and watching their realization from the firms, depts. Concerned ., etc.  Also incorporates the traffic cash received otherwise than through station balance sheets (e.g., advt fees, sale of grass., etc)
2	Basis is, Returns and documents, received in the Accounts Office from the concerned station.	Basis : The Carriage bills and the Traffic cash received otherwise than through station balance shets.

   iii.        Tatkal scheme and Emergency Quota

S.N.	Tatkal Scheme	Emergency Quota
1	Literally it means Immediately	Also called as HO (Head Office/High Official  quota
2	Extra charges are levied i.e., 10 % of base fare for Second class and 30 % for all other classes	No extra charges
3	Availed by any passenger	·         Availed by certain categories of passengers who are in need. Priority for 1) Cancer patients, Central Ministers, State Ministers, MPs, MLAs, other Higher Officials as per government protocol, other sick persons, On duty staff,  elderly women, women travelling alone, pregnant women, students travelling for interviews and children who need assistance in emergency travel situations.
4	Tatkal booking opens at 10 AM for AC Classes and 11 AM for NON-AC Classes on One day in advance of the actual date of journey excluding the  date of journey	Normally application for EQ should be rendered 6 to 12 hours prior to preparation of charts.  It is notified by the zonal Railway authorities on their convenience.
5	No supporting reason is required for booking Tatkal.	Normally the reason for urgency has to be submitted to the authorities who allot the EQ.
6	No request is required to get ticket under Tatkal	Written request must be signed by a Gazetted Officer or by a VIP or a High Official from Central or State Govt.

  iv.        Demurrage and Wharfage

DIFFERENCES BETWEEN

S.N.	Demurrage	Wharfage
1	Charges levied for detention of Rolling stock beyond the authorized free time, caused either by the consignors in loading or by consignees in unloading consignments.	Charges levied after lapse of a certain period of free time on consignments awaiting dispatch or those available for delivery but not taken delivery of or not removed.
2	These are levied as penalty for detention of Rolling Stock	These are levied as penalty for use of Railways storage space

    v.        Gross Earnings and Gross Traffic Receipts.

DIFFERENCES BETWEEN

S.N.	Gross Earnings	Gross Traffic Receipts
1	Accrual is the basis.	Actual is the basis
2	Accrued during the accounting period i.e., financial year ( irrespective of whether actually realized or not)	Actually realized during the accounting period i.e., financial year. (irrespective of pertaining to previous year or next year)
3	Represents Coaching Earnings plus Goods Earnings plus Sundry Earnings ( less refunds)	Represents Gross earnings plus Traffic Suspense.
4	Conforms Commercial Accounts	Conforms Government accounts

Test Balance Sheet

Test Balance Sheet

2016 Station Accounts without books -5 marks

·         Prepared in the Proforma Appendix XIII/Commercial Manual.

·         The TIAs should prepare Test Balance Sheet in respect of both coaching and goods traffic ( at the time of Inspection of Stations) and submit to the Accounts Officer along with their inspection reports.

·         Debit Side :  1) Closing Balance of previous month 2) The 'To-pay' way-bills for parcels and Motor cars eetc received during the current month to date 3) Any special items

·         Credit Side: 1) The collections on account of inward parcels and motor-cars, etc 2) any special credits 3) the outstanding on date.

·         The test balance for the closing period of the month should be made as soon as the returns are closed.

·         The outstanding being detailed on the reverse of the Balance sheet.

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Traffic Cash Witness

Traffic Cash Witness     

2016 Station Accounts without books -5 marks

·         From Traffic (Commercial) dept

·         Deputed to witness all operations connected with the remittances from the time the cash safes are made over to Cashier or his representative till the cash has been counted.

·         required to protect the interests of Station staff

·         They should not assist the work of counting the cash, except to help the station staff in case of discrepancy.

·         Sign the counterfoils of the CR Notes (Cash Remittance Notes) received with the Station earnings.

·         See that the entries of CR Notes are correctly made in the Cash Office Records ( Traffic Cash Check Sheet)

·         The cash safes should be opened one at a time personally by the Traffic Cash Witness, Cash office representative and RPF/GRP.  Locks and Seals of all the Safes to be examined.

·         Register of cash bags (A-917) - maintained by both Cash office and Cash Witness. All bags bring out from the Cash Safes are entered in that Register duly read out Station Name and painted number.

·         After all the columns in the Register of Bags are filled and signed by Cash witness, Cash office representative & RPF/GPF.

·         The next cash safe should not be opened until this procedure has been completed in respect of the cash safe in hand.

·         Any discrepancies should be brought to the notice of Commercial and Accounts officers for further investigations. But short receipt of cash bags are immediately informed to DRM, Chief Cashier, Traffic Accounts officer along with concerned Station.

·         Till the last moment i.e., counting, checking of empty bags (for any left over cash) etc, Traffic Cash witness should be present.

·         To avoid the above lengthy procedure and laborious manual work involved, the Railways are already moving towards Doorstep banking.

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