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State of Bihar - Section

Section 36 in Bihar Financial Rules, 1950

36.

All departmental regulations in so far as they embody orders, or instructions of a financial character or have important financial bearings should be made by, or with the approval of the Finance Department.Annexure AList of Competent Authorities for Regulating The Amount of Security(See note below Rule 24)
Name of Department Competent authorities Remarks
1 2 3
Land Revenue-  
I. Revenue Offices under theCollector. -  
(i) when full security is takenin a single payment; Collector
(ii) when reduction is made ofthe security deposits; Collector up to Rs. 100. Commissioner above Rs. 100.
(iii) when security is taken bymonthly payment; 1. Collector. - When monthly contribution is (a) not lessthan 25 per cent of the pay or (b) not less than 18 ¾ percent of the pay in the case of Government servants whocontribute 6 ¼ per cent to a provident fund constitutedin any Wards, Encumbered Trust and attached estates.
  2. Board of Revenue. - When the monthly contribution is (i)less than 25 per cent of pay or (ii) less than 18 ¾ percent of the pay in the case of Government servants noted at (b)above.
(iv) in the case of treasurers; State Government, Finance Deptt.
(v) in the case ofsub-treasurers. Commissioners.
II. Offices of the Survey andSettlement Department Settlement Officer.
III. Offices directly under theCommissioners of Divisions and Board of Revenue. Commissioners of Divisions, and Board of Revenuerespectively.
Excise Commissioner of Excise, Collectors of District,
Forest Divisional Forest Officers except (a) security of head clerksof Forest divisions and (b) when payment is made by instalments
  Conservator of Forests in the case of (a) security of headclerk of Forest divisions and (b) when payment is made byinstalments.
Irrigation and Electricity Department. Chief Engineer, Irrigation Department; Chief Engineer,Electricity Department.
General Administration:  
Appointment Department State Government, Appointment Department.
Translator's Department State Government, Appointment Department.
Administration of Justice-  
" High Court Registrar, High Court
" Civil Courts District Judges.
" Legal Remembrancers establishment. Superintendent and Remembrancer of Legal affairs.
Jails State Government, Law Department.
Police Deputy Inspector General of Police.
Education Director of Public Instruction.
Medical Inspector General of Civil Hospitals.
Public Health Director of Public Health.
Agriculture Director of Agriculture.
Veterinary Director, Veterinary Services.
Co-operation Registrar, Co-operative Societies.
Industries Director of Industries.
Factory Inspection Chief Inspector of Factories.
Public Works Department Chief Engineer, Public Works Department.
  Chief Engineer, Public Health Engineering.
Stationary and Printing State Government, Finance Department.
Annexure BRules Regarding Destruction of Accounts Records(See Rule 25)The destruction of records [including correspondence] connected with accounts is governed by the following rules and such other subsidiary rules consistent therewith as may be prescribed by State Government in this behalf with the concurrence of the Accountant General.
(a)the following should on no account be destroyed :-
(i)Records connected with expenditure which is within the period of limitation fixed by law.
(ii)Records connected with expenditure on projects, schemes, or works not completed, although beyond the period of limitation.
(iii)Records connected with claims to service and personal matters affecting persons in the service.
(iv)Orders and sanctions of a permanent character until revised.
(b)The following should be preserved for not less than the period specified against them:
  Description of records   Period of Preservation Years
(1) Annual Establishment Returns (Book of Establishment). ... 35 years.
(2) Register of contingent expenditure ... 5 "
(3) Detailed budget estimate of an office ... 5 "
(4) Travelling allowance bills and acquittance rolls relatingthereto ... 3 "
(5) Service books ... 5 years after death or retirement whichever is earlier.
(6) Leave accounts of non-gazetted Government Servants ... 3 years after death or retirement.
(7) [ [Substituted by C.S. No. 6 dated 12.8.1957.] Pension cases ... 7 years after retirement/death in service of the Governmentservants as the case may be, in all cases.]
(8) [ [Substituted by C.S. No. 6 dated 12.8.1957.] Nomination papers under the Liberalised Pension Rules whetherthese relates to Gazetted or non-Gazetted Government Servant:    
  (a) If the gratuity and/or family pension are paid to minors. ... 30 years.
  (b) To other than minors-    
  (i) If not in accordance with theorder in which nomination have been made. ... 30 years.
  (ii) If in accordance with theorder in which nomination has been made. ... 6 years after the payment of gratuity or the last instalmentof the family pension.]
(9) Statement of monthly progressive expenditure andcorrespondence relating to discrepancy in the figures ... 2 years.
(10) Pay-bills, and acquittance rolls where these are maintainedseparately, of Government servants for whom no establishmentreturns are submitted or no service books or service rolls aremaintained. ... 35 years.
(11) Pay-bills of other classes of Government servants andacquittance rolls for pay and allowance (other than travellingallowances) when maintained separately (see notes 1 and 2 below). ... 6 years.
(12) Muster rolls ... Such period as may be prescribed in this behalf in thedepartmental regulations subject to a minimum of three accountyears excluding the year of payment.
(13) Cash-book ... [20 years.] [Substituted by C.S. No. 19 dated 9.5.1958.]
Note 1. - Before any pay-bills are destroyed the periods of temporary and officiating service, as recorded in the service books or service rolls (as the case may be) of the Government servant concerned, should be verified by the head of the office from the pay bill and the fact of such verification should be recorded under proper attestation in the service books or service rolls (as the case may be). In regard to temporary and officiating service, the head of the office should also invariably give necessary particulars with reference to Rules 63 and 64 of the Bihar Pension Rules, with a view to enable the Audit Office to decide later on by reference merely to such particulars whether the temporary or officiating service will qualify for pension or not. For example, in the case of officiating service the nature of the vacancy in which the Government servant officiated and in the case of temporary service whether the temporary post was subsequently made permanent, should be stated.Note 2. - The periods of preservation of account records in Public Works Offices are prescribed separately by Government.
(c)Where a minimum period after which any record may be destroyed has been prescribed, the head of a department or any other authority empowered to do so, may order in writing the destruction of such record in their own and subordinate offices on the expiry of that period counting from the last day of the latest official year covered by the record.
(d)Heads of departments are competent to sanction the destruction of such other records in their own and subordinate offices as may be considered useless, but a list of such records as properly appertain to the accounts audited by the Indian Audit Department should be forwarded to the Accountant General for his concurrence in their destruction before the destruction is ordered by the head of department.
(e)Full details should be maintained permanently in each office, of all records destroyed from time to time.