State of Rajasthan - Act
The Manual of Departmental Orders
RAJASTHAN
India
India
The Manual of Departmental Orders
Rule THE-MANUAL-OF-DEPARTMENTAL-ORDERS of 1952
- Published on 28 January 1952
- Commenced on 28 January 1952
- [This is the version of this document from 28 January 1952.]
- [Note: The original publication document is not available and this content could not be verified.]
Chapter I
Establishment
Section IOrganisation:-1.
- The establishment of the Irrigation Branch comprises the following:-2.
- (i) The duties of the officers of the Irrigation Branch, in regard to financial and accounts matters are specified in the Financial Handbook concerned. Their duties in administrative and executive matters are defined below.3.
- The Irrigation Branch is administered by one or more Chief Engineers who are responsible to Government for the efficient working of the Branch and are the responsible professional advisers of Government in all matters relating to the Branch. The Chief Engineer will recommend to Government postings, transfers and leave of all Engineer Officers and (Deputy Collectors), as well as the punishment of all officers appointed by Government, provided that the power to punish has not been delegated to him.Superintending Engineers4.
- (i) The administrative unit of the Department is the circle in charge of a Superintending Engineer, who is responsible to the Chief Engineer for the administration and general professional control of Public Works in the charge of Officers of the Department within his circle.5.
- (i) The Executive Unit of the Department is the division in charge of a divisional Officer, who is usually of the rank of Executive Engineer.6.
- The Division is divided into sub-divisions, in-charge of sub-divisional officers, who are responsible to the divisional officer for the management and execution of works within their sub-divisions.Section Holder7.
- (i) The Sub-division is divided into a number of sections, usually three or four, each of which is under the charge of a sub ordinate, known as the section-holder. He works under the orders of the Sub-divisional Officer and is responsible that all works in his section are carried out properly, and that Government property in his charge is maintained in good order. He is also required to check every item of stock in his charge every six months and tools and plant every year and to keep accounts concerning them in forms and registers prescribed for the purpose.8.
- Rules have been separately framed and action should be taken according to these rules.Temporary Establishment9.
- (i) In order to meet the demand for extra supervision that may arise from time to time, as well as to ensure that the Irrigation Branch Establishment shall be capable of contraction as well as expansion as the Expenditure on works diminishes or increases, the permanent establishments may be supplemented by temporary Establishments to such extent as may be necessary. Temporary Establishment will include all non-permanent Establishment entertained for a Division or for general supervision, as distinct from the execution of works.10.
- (i) In order to ensure that promotion shall be made with the utmost fairness to officers on the one hand and with due regard to the interest of the Public Service on the other, it is essential that close and continuous attention should be paid to the work, character and capacity of all officers. Therefore, a continuous record of the services of all officers should be maintained. Every officer who has been on duty during the year should be reported on even though he is on leave on otherwise absent from the division or circle at the time of report. One report only on each officer is required. The record should be written up in a concise and descriptive mariner indicating clearly and with sufficient completeness the manner in which an officer has performed his duties during the year under report, his qualifications, abilities and anything also that may be of help to the authority with whom the power of making promotions rests informing an opinion of the usefulness and capacity of the officer. Each report should be complete in itself without reference to previous rolls or reports and, in particular, should contain a definite expression of opinion whether or not an officer is considered to it for advancement to the next higher rank.11.
- Special reports may take any of the following forms:-12.
- (i) Annual recommendations rolls of Assistant Engineers will be submitted to Superintending Engineer on prescribed form by divisional officers on January 1. Superintending Engineers will transmit these recommendation rolls, as well as rolls of Executive Engineers on the above mentioned form to the Chief Engineer not later than January following.13.
- (i) Separate and distinct rolls should be submitted in the prescribed forms for the following classes of establishment on the dates prescribed for each:-14.
- (i) Character records shall be maintained in prescribed forms according to this instructions issued by the Government in this behalf (Ref. Order No. 8(b) apptts (c)/51 dated 28-1-52 and even No. dated 7.7.54.15.
- (i) Rules framed by Government prescribe the procedure to be followed in the maintenance of service books.16.
- Transfers of members of the Engineering services and of subordinates from one province to another may be affected with the mutual consent of the Governments concerned. All such transfers of Engineers will be notified by the Government of Rajasthan.The following rules are laid down relating to the transfer of the services of Government Officials from one Government office or Department to another.17.
- Any person whose conduct is undergoing investigation on a serious charge should be placed under suspension until his case has been decided. If the officer conducting the investigation is not himself empowered by any rule or delegator order to suspend the person whose conduct is being investigated he should obtain immediately the orders of the officer so empowered. The rules regarding the subsistence allowance of the person suspended and the treatment of the period spent under suspension are contained in the Rajasthan Service Rules.18.
In serious cases of misconduct on the part of officers or subordinates, which may result in their reduction, removal or dismissal, the procedure outlined in rule 15, 16, 17 of the Civil Service (Classification, Control and appeal) Rules should be strictly observed.Deaths19.
- In the event of the death of any officers of subordinate of the Department, if there is no one at hand entitled to administer his estate, the senior member of the Department on the spot will at once take measures to ensure the safety of all property the deceased may have possessed, excepting only the personal necessaries of his family (if any) and will take an inventory of the same, forwarding a certified copy through his immediate superior to the head of the Department, with an estimate of the value of the property. A police guard should (when there is any risk of misappropriation), be applied for and put over the effects immediately after the death until there is time to take an inventory. The local Government will communicate immediately with his relatives or friends, if none was prevent on the spot.Casualties of any persons holding appointments in the Department must be reported immediately through the regular channels to the authorities by whom the appointments were made.Conditional Resignation20.
- When a subordinate official couples with a request for leave or for redress of some sort, an offer to resign his appointment if the leave or redress asked for is not granted, such resignation should ordinarily not be accepted, but orders should be passed only in regard to the application for leave or redress. If the official is dissatisfied with the orders passed, it is open to him to appeal to higher authority or to render an unconditional resignation.Section VILeaveApplication for Leave21.
- All applications for leave must be made to or through the departmental superiors of the applicant.22.
To enable Government to plan leave vacancy arrangements, Superintending Engineers will submit to Government on December 15 and June 15 statements giving the intentions of gazetted officers of their circles to apply for leave during the half year commencing January 1 and July 1 following, respectively.23.
Formal applications for leave by gazetted officers of the Department should be submitted to Government through the Accountant General six weeks before the date from which the leave is required.24.
When forwarding an application for leave to the Accountant General or verification and submission to Government the submitting officer should at the same time intimate the fact to Government, stating the date from which the officer requires the leave, and the nature and period of leave applied for.Casual Leave Rules25.
- The grant of casual leave will be governed by rules as laid down in Rajasthan Service Rules.Section VIITravelling Allowance etc.26.
- General rules for travelling allowance.Officers of the Irrigation Branch are subject to the travelling allowance rules laid down by Government.Conveyance Hire27.
- The following charges in connection with conveyance hire are chargeable to contingencies;28.
- The limits of jurisdiction of the various Irrigation Branch officials are given below:29.
- Superintending Engineers are authorised to order any officer subordinate to them to proceed on duty to any part of the territories of the State Government and to draw travelling allowance permissible under the rules.30.
When officers receive permission to visit works out of their Divisions or circles, flying visits only should be made, and camps should not be taken. Actual travelling expenses only, subject to the limit of travelling allowance ordinarily admissible should be drawn for journeys to and from the works visited.Carriage of Means of Conveyance and Camp equipage by R.L.31.
- Applications for sanction to rail motor cars, motor cycles, horses, carriage or other means for conveyance or camp equipment at Government expenses should be submitted in advance, and the specific grounds upon which the concession is asked for should be stated; it must be shown that the public interest would suffer if they were sent by road.Section VIIIMiscellaneousPromotions32.
- Permanent promotions may be given to officers borne on the rolls of a State whether they are present or absent.33.
The selection officers for temporary promotions will be regulated as far as possible by the same principles that for permanent promotion, but, in as much as this can not be acted on in every instance, the fact of an officer having been selected for temporary promotion should not be held to constitute a claim to permanent promotion.Reporting, appointments, Leave and Transfers34.
- Excepting subordinates in sub-divisional charge, the dates of appointment, departure, and return from leave, and, in the case of transfers, the dates of relief and joining, of zilladars and subordinates should be reported to the Chief Engineer by the Superintending and Executive Engineers concerned in the prescribed form.35.
Executive Engineers should send similar reports to Superintending Engineers in respect of members of theirs Establishment whose appointment or promotion rests with Superintending Engineers.36.
In the case of all gazetted officers and of all subordinates in charge of subdivisions the changes due to leave or transfer should be reported direct to the Chief Engineer only by the relieving officers and subordinates, who should mention the dates of their joining if these differ from the dates of their assumption of charge. The relieved Officers or subordinates should submit separate reports to the Chief Engineer only if they proceed on leave on their relief. Gazetted Officers, whose charges are abolished on relinquishment by them, or who are merely attached to divisions, and who are not relieved by other officers before transfer, also should submit separate reports to the Chief Engineer of the time and date on which they proceed on transfer.37.
In the case of Engineer students, the dates of their joining and relief, and of their departure and return from leave should be reported to the Chief Engineer by the Executive Engineers concerned.Supplying copies of Official Documents38.
- Superintending Engineer and Executive Engineers should use their discretion in the matter, subject to rules issued by Government.39.
Copies of orders connected with the dismissal of a Government servant should be supplied on application by him free of charge. When, however, anything beyond a copy of the final order is supplied, a charge should be made for copying according to the rates laid down by the Government.Criminal Prosecution of Official40.
- The rules regarding criminal prosecution of officials in cases of alleged misconduct in connection with the public duties have been issued separately by Government. The prosecution should be entrusted to the magistrate of the district in which the offence was committed.Memorials41.
- An officer is forbidden to correspond direct with an authority superior to the officer under whom he is immediately serving, except in a case of extreme emergency, when he must send a copy of his communication to his immediate superior. Non- compliance with this rule is a breach of discipline.Government Servants Conduct rule42.
- Persons, employed in the Department shall have no pecuniary interest, directly or indirectly, in the construction of any public works or in the manufacture, supply or sale of building materials. They are further subject to the rules laid down in the "Government Servants Conduct Rules".43.
As regards the possession of land, a declaration shall be made on first appointment. The head, of the office in which an official is serving or appointed is responsible for obtaining it, and official must invariably be informed that in the event of any landed property coming into their possession after the date of their declaration, they are bound to notify the fact within one month to the heads of their offices.44.
The declarations in the case of Engineer Officers should be forwarded in original to the Secretary to be filled with the officer's personal files. Those in the case of deputy collectors, subordinates, Ziladars, Girdawars and amins should be pasted on page of the personal registers. The declarations of all other officials in superior service should be pasted on the inner side of the opening cover of the service book. No other record should be kept.Government Residences45.
- The general rent rules shall apply in all cases except those of rent free buildings. Free accommodation will be provided by Government in accordance with the orders for the time being in force. At present instructions for provision of Rent free accommodation have been issued vide GAD Circular No. F. 8(31)GA/A/54, dated 1st December, 1954.Warm Clothing for Class IV Employees47.
- A Superintending Engineer may be required to exercise, in addition to his ordinary duties, supervision over local fund expenditure in communication with the Civil Officers, under such orders and rules as Government may lay down, similarly, members of the Engineering and subordinate Establishment of the Department may be employed on local fund works in addition to their regular duties when such employment is not detrimental to the public service.Employment Under Government of Persons in Private Service48.
- When a person in private service seeks employment under Government without producing the written permission of his employer, the officer with whom the appointment rests should always communicate with the latter before appointing the applicant. The appointment of persons brought out from Europe by private firms and societies should be avoided as far as is consistent with the interests of the public service, and when such an appointment is contemplated the employer should be consulted before an offer is made.Exemption from Ferry Tools49.
- The following shall be exempted from the payment of tools;All persons, animals and vehicles crossing any river by a public ferry when employed or transmitted on the public or district board service.Note 1. - Persons in charge of animals and vehicles and other articles for which free passage is claimed at public ferries, on the ground that they are being transmitted on the public or district board service, shall be provided by the local officers of the departments concerned with pass in the vernacular specifying distinctly the articles for which passes are claimed. In the event of their not being so provided, or of the articles not corresponding to the description given in the passes, toll may be demanded, and when demanded shall be paid.Note 2. - Articles which are not actually the property of the Government or the district board at the time they pass the ferry, but which are transmitted with a view to the fulfillment of a Government or district board contract, or otherwise intended for the use of the Government or district board, shall on passing the ferry, be declared in writing as intended for the use of the Government or district board, e.g. in fulfillment of a certain specified contract. The toll on them shall then be paid, and subsequently if they actually do become the property of the Government or the district board, the toll shall be refunded on a certificate to the effect, signed by the Departmental officer concerned, provided that the application be made within fourteen days of the date of the certificate.Chapter II
Rules Regarding Recruitment to Services in the Irrigation Department
Rides sanctioned by Government for various cadres of the Irrigation Department will apply.Chapter III
Powers of Engineer Officers
As per Schedule of Powers sanctioned by Government.Chapter IV
Accounts
Section IBudget Rules, appropriations, Re-appropriations and Assignment of FundsClassification of Revenue and Expenditure1. - Receipts and expenditure will be classed as laid down in P.W.D. Financial Hand Book, appendix I, and explanatory noted and statement attached there to. See also rules in chapter XIV of the same Hand Book.
2. "Ordinary" and "Special" tools and Plant are differentiated in Chapter VIII of the P.W.D. Financial Hand Book and instructions regarding the classification of expenditure on them are also given in the same chapter. The detailed subordinate heads of tools and Plant charges are given in explanatory note (16) of appendix I of P.W.D. Financial Hand Book. Details of the various articles, the expenditure whereon is classified under these subordinate heads, are given below.
Scientific instruments and drawing materials.- Includes mathematical and surveying instruments of all kinds, e.g., theodolites levels, etc.Plant and Machinery.- Includes all permanent or temporary way, rolling stock, and boats purchased for the transport of materials for construction: also all workshops and other machinery, millstones, and all mill work purchased for water mills.Tools.- Includes all miscellaneous instruments or tools used in the construction or maintenance of irrigation works.Note.- Spirit levels, measuring tapes, boxes, measuring rods leather bags for carriage of dak. padlocks not required for office use, and other articles of a similar nature are classed as "Tools".Navigation Plant.- Includes steamers, boats and all plant and gear purchased for navigation.Camp Equipage.- Includes tents, camp furniture and equipment.Live Stock.- Includes the purchase or hire and maintenance of draught, pack or saddle-animals required for other construction purposes.Office Furniture.- Includes articles (except stationery and perishable articles) required for use in Executive Office which can be brought on numerical lists like tools and plant.Repairs and Carriage.- Includes the cost of maintaining, repairing or transporting any article of tools and plant that may not actually be in use on, or required for any work in hand at the time.Preparation of the Budget Estimate3. - The Rajasthan Budget Manual should be consulted for rules about the preparation of Budget Estimates, and P.W.D 1, Financial Hand Book, appendix 1. for information regarding the major and minor heads of the Budget. The following rules are in amplification of those given in the above mentioned Book. In all Budget Estimates, variations from normal estimates or sanctioned scales and from estimates for the previous year should be fully explained.
Revenue4. - Each divisional office should maintain normal estimates of (a) Revenue from Irrigation Water-rates and (b) miscellaneous Revenue. These will form the basis of the annual Budget Estimates, and should be revised from time to time as found necessary.
| Rabi | October to March. |
| Kharif | April to September. |
| ESTIMATE | SUBMITTED BY | DATE |
| Budget Estimate of Revenue for the ensuing yearand Revised (final) estimate of Revenue for the current yearUNDER the heads XVII-A (1) and (2) and XVIII for Rabi and Kharifseparately- | Executive Engineer to SuptgEngineer. | September, 1 |
| Suptg Engineer to Chief Engineer. | October, 1 | |
| Chief Eng. to A.G. AdministrationDepartment and the finance Department. | October, 15 |
5. - Budget Estimates of expenditure should be prepared carefully, and only sums that can actually be spent during the year should be included, as both an excess of expenditure and a deficit in relation to Budget grants constitute financial irregularities. The following estimates and returns should be submitted.
| Estimate or return | Submitted by | Date | |
| 1. | Schedule of new expenditure under all Heads. | Executive Engineer to Suptg. Eng. Suptg. Eng. to ChiefEngineer, chief Eng. to Finance Dept. Administration Departmentand A.G. | July, 15August, 15September, 15 |
| 2. | Detailed budget estimate of establishment charges. | Ex. Eng. to Suptg. Engineer, Suptg. Eng. to Chief engineer.Chief Eng. to A.G. Administration Department and FinanceDepartment. | September, 15October, 1October, 25 |
| 3. | Famine Relief Budget | Ex. Engineer to Suptg. Eng. Suptg. Engineer to ChiefEngineer, Chief Eng. to A.G. Administrative Department andFinance Department | September, 15October, 1October, 25 |
| 4. | Budget Estimate of Expenditure under the heads XVH-A(I) and(2), 18-A(1) & (2) 80A & 81A. | Ex. Engineer to Suptg. Eng. Suptg Engineer to Chief Eng.Chief Eng. to Finance Department, Administrative Department andAccountant General. | September, 15October, 1October, 25October, 31. |
| 5. | Statement showing by works lapses of grants under differentheads for the current year. | Executive Engineer to Superintending Engineer.SuperintendingEngineer to Chief Engineer. | October, 1October, 15 |
| 6. | Final Review of Expenditure and final re-appropriations &lapses. | Ex. Eng. to Suptg. Engineer Suptg. to Chief Engineer chiefEng. to Administrative Department. | December, 15January, 15March, 10 |
of New Expenditure
6. - (i) The Executive Engineer shall not enter any project in the schedule of new expenditure until he has been informed that the project has received the approval of the Finance Department. Only those projects on which no expenditure has been made shall be included in the Schedule.
| Serial number of item | Name of Division | Nature of item | Cost in Budget year | Ultimate recurring cost | Remarks |
| 1 | 2 | 3 | 4 | 5 | 6 |
| Rs. | Rs. |
| Serial No. in order of urgency | Name of Division | Name of work | Amount of estimate excluding establishment andtools and Plant charges |
| 1 | 2 | 3 | 4 |
| Rs. |
| Cost in Budget year | Cost in each separate succeeding year uptocompletion of the work | Remarks showing1. Nature of and justification for thework.2. Number and date of sanction to the estimate.3.Estimated annual maintenance charges on completion.4.Estimated annual revenue from the work when completed if the workis of character. |
| 5 | 6 | 7 |
| Rs. | Rs. |
7. - The Establishment Budget will contain provision for the following items,
8. - The famine Relief Budget should contain requirements under the head "43-Famine relief and insurance-A-Famine Relief". The outlay on such work is not classed as irrigation expenditure and is governed by the rules in the Famine Code. Unless there is a famine, the requirements under this head should be restricted to expenditure on the upkeep of the famine reserve of tools and plant, etc.
Budget Estimate of Works Expenditure9. - (i) This will be divided into the following parts:
| SI. No. in order of urgency | Name of Division | Name of work | Amount of Estimate (Excluding share ofestablishment and Tools and Plant charges) | Direct outlay (works only) | Proposed expenditure for ensuing year | |
| Actual at end of previous year | Revised Budget Estimate for current year. | |||||
| 1 | 2 | 3 | 4 | 5 | 6 | 7 |
| Rs. | Rs. | Rs. |
| Particulars of works | Estimate | Previous Years grant | Normal estimate | Difference | Remarks |
| 1 | 2 | 3 | 4 | 5 | 6 |
10. - On this statement depends the accuracy of the revised Budget estimate. It should be very carefully prepared on the form given below. The demands in column 5 should represent the sums that can actually be spent during the year.
| Name of Division | Name of work | Original Budget grant | Existing grant | Amount as finally required | Amount lapsed (column 4-5) | Remarks |
| 1 | 2 | 3 | 4 | 5 | 6 | 7 |
11. - From the grants at his disposal, Chief Engineer at the beginning of the year, shall allot sums to each division and circle office under all major minor and detailed heads reserving such proportion of the total grant for emergent works or repairs as he thinks proper.
Registers of Sanctioned Estimates and Appropriations12. - (i) Two registers should be kept up in each divisional office in the prescribed forms, one for sanctioned estimates and other for appropriations.
13. - (i) The Executive Engineer shall not continue to incur expenditure on an Estimate which has been exceeded, until he has submitted a revised estimate for sanction or, in the case of repairs, has applied for further appropriations. The responsibility for allowing him to do so shall rest with the Superintending Engineer.
14. - Works and canal systems administered by the Irrigation Branch are classified, for purposes of accounting, as below:
| PRODUCTIVE | UNPRODUCTIVE | ||
| 1. | Gang Canal. | 1. | Jawai River Project. |
| 2. | Kotah Barrage and Irrigation Project. | 2. | Ghaggar Canals. |
| 3. | Bhupal Power Project. | 3. | Irrigation Tank in Jaipur, Udaipur and Ganganagar Circles. |
| 4. | Bhakra Project. | ||
| 5. | Lift Irrigation Schemes. |
15. - (i) If the drainage work is necessary to remedy damage solely due to a canal, its cost should be charged wholly to the capital account of the canal 68-A Irrigation Works.
16. - (i) The measurement book is the basis of all accounts, and it is the duty of the Executive Engineer to see that the instructions printed on the fry-leaf. and those given below and in the P.W.D. Financial Hand Book Chapter XIV, are strictly observed. He should himself make a few check measurements and otherwise satisfy that the rules are observed by his staff. A note regarding all checks made by him should be recorded in the measurement books concerned, and even in cases where he does not actually check with a tape, he would make a note of his acceptance of measurements of works inspected by him.
17. - (i) As soon as he receives new measurement books, the accountant shall give each a consecutive serial number according to the register of measurement books and shall print this number on the cover in bold figures. When issuing a measurement book he shall enter in the register the name of the person to whom it is issued and the date of issue. Whenever an officer or subordinate is transferred the name of the person to whom he makes over his measurement book shall also be entered in the register. The sub- divisional officer shall supply this information as soon as a measurement book is transferred to a new holder. The Accountant shall leave space between the entries in the register of measurement books to allow of a record of transfers being kept.
| Sub-Division | Division | Canal |
| Balance at the beginning of the month | Received from divisional office during the month | Total | Returned to divisional office for final record | Balance at the end of the month | Remarks |
| 5(Numbers 104, 105. 110, 149 and 100) | *2(Numbers 165 and 166) | 7 | 1Number 105 | 6(Numbers 104, 110, 149, 160, 165 & 166) | *Received with Executive Engineer's No. Dt.Returned with sub-divisional Officer No. Date |
18. - (i) An imprest account shall be recouped or closed at intervals not exceeding one month's duration. As far as possible, an imprest should be recouped during or immediately after inspection of the imprest holder's charge by the recouping officer. In March, the account should be as complete as possible for that month:-
| Rs. | Rs. | ||
| (1) Cash in hand........ | |||
| (2) Minor imprest with- | |||
| A ........... | |||
| B ........... | |||
| C ........... | |||
| Balance |
| CLASS OF WORK | PERCENTAGE OF CHECK BY | |
| Executive Engineer | Assistant Engineers | |
| (a) Works carried out by Contractors | 5 p.c. of measurements | 10 to 15 p.c. of each subdivision. |
| (b) Work done by Departmental labour | 1 to 2 p.c. of measurements | 5 to 7 ½ percent of each sub-division. |
20. - When it is desired to encourage the construction of water courses by Government agency at the cost of the cultivators, in order to secure efficiency of distribution, economy in the use of water or rapid development of irrigation, the charges for establishment and tools and plant should ordinarily be waived. In other cases where the above reasons do not apply, but which may be special as regards cost of circumstances, the desirability of the concession may or may not be so pronounced. In all cases, however, orders of Government should be obtained for remitting or levying the charges in question. See appendix X of the P.W.D. Financial Hand Book.
The following works are exempt from the levy of establishment and Tools and Plant charges:-21. - The following will be exempt from the levy of supervision charges:
22. a register should be maintained in each sub-division and division in the form given below for calculating the value of each article on the 1st of October every year. The register should be submitted by the sub-Divisional Officer along with the tools and plant return.
23. Depreciation should be calculated at the following rates:-
| When in use percent | When standing idle percent | ||
| (i) | Prime Movers, dynamos, electrical motors. | 12 | 6 |
| (ii) | Mortar mills, trucks, pump, workshop machinery, and allordinary tools and Plant. | 10 | 5 |
| (iii) | Railway track, Cranes, and lifting gear | 5 | 5 |
| (iv) | Camp equippage | 20 | 10 |
24. Before a Machinery is lodged in a canal workshop or godown it should be thoroughly overhauled, and should then be valued at a fair price by the divisional officer in charge of the workshop or godown in consultation with the Superintending Engineer. Thereafter no depreciation need be debited so long as the machine remains in through working order. The price so fixed should be reviewed every second year.
Transfer of tools and Plant from One Division to Another25. - (i) Article which are not in good condition must not be transferred till the receiving officer has been informed of their condition and has agreed to take them.
26. - (i) Contractors ordinarily will provide all the tools and plant required for the execution of works contracted for by them.
| (a) | Prime movers, dynamos and electric motors. | 12 p.c. per year or part of a year. | |
| (b) | Mortar mills, trucks, pumps, workshop machinery and allordinary tools and plant. | 10 | -do- |
| (c) | Railway track, cranes lifting gear. | 5 | -do- |
| (d) | Camp equippage | 20 | -do- |
27. - (i) To enable the Accountant General's office to check the revenue charges in the capital and revenue accounts of Government buildings, each rentable building should be treated as a separate sub-work in the abstracts and Schedule of expenditure submitted to that office.
28. - In order of safeguard the interests of Government, and to avoid troublesome law suits officers should have a general acquaintance with the provisions of the law affecting contracts and with such laws as the Indian Evidence Act and India Limitation Act, a general knowledge of which is required in most cases of disputes over contracts. Officers are advised to read the Contract Manual published by the Government of India. It would of course, be out of place for Executive Officers to attempt an elaborate study of the law, but most disputes can be avoided if officers take elementary precautions.
In the Selection of Contractors29. - (i) The contractor should
30. - (i) Officers are forbidden to issue contracts except on the prescribed form suitable to the class and value of the contract.
31. - (i) In their relations with contractors officers must always bear in mind the danger of possible chicanery on the part of the contractor. If the is necessary to give an order to contractor in connection with his work, the officer must fully consider whether or not the order is a modification of the contract. For example, if according to the original contract the whole work has to be completed by a certain date under heavy penalties and a modification is introduced which increases the amount of work to be done without doubt the serious question will subsequently arise whether the modification did not tacitly amount to an abandonment of the time condition. Accordingly, it must be agreed and recorded in explicit terms by what period, if any, the time clause is to be extended.
32. - (i) If the contractor has any claims, he should be asked to put them in writing, specifying the amount and the grounds of each item. It is often desirable, for the sake of peace, to make propositions of settlement to the other side. An offer of compromise, however, not expressly protected from disclosure in court, would be regarded as some evidence of liability. The same construction might be put on other acts never really intended by the doer to imply any admission. All offers of compromise and all correspondence in connection therewith must be headed "WITHOUT PREJUDICE" or one of the former of letter in the Contract Manual, appropriate to the case, should be used.
33. - In order to avoid the accumulation of claims by a contractor and their production at a time when check is impossible the following directions should be observed:
34. - (i) In case of shortage or loss of goods in transit a complaint should first be addressed to the traffic manager or divisional Superintendent of the railway station, and correspondence with, the railway in connection with the case should normally be addressed to this officer.
35. - For rules regarding the supply of stores and instructions for the preparation of indents, see chapter VIII of the P.W.D. Financial Hand Book.
Surveying and Mathematical Instruments36. - (i) The scale of surveying and mathematical instruments for divisional officers shall be as given on the succeeding pages. If necessary, shortages of instruments in any division shall be made up temporarily from the excesses in other divisions with the mutual consent of the divisional officer concerned. The sanction of the Chief Engineer should be obtained before purchasing articles in excess of the scale.
37. - (i) The scale of furniture for I and II class inspection house, shall be as below. This shall not be exceeded unless with the special sanction of the Chief Engineer. The full scale of furniture need not be purchased for inspection houses, which are seldom used or do not require so much furniture.
| Name of Articles | No. | Remarks |
| Beds | 2 | |
| Chairs (Ordinary) | 6 | |
| Chairs (Easy) | 2 One without long arms. | |
| Tables (large) | 3 | |
| Tables (small) | 2 | |
| Durries | 3 One for each main room and bed room. | |
| Commodes | 2 | |
| Chamber utensils (enamelled) | 2 | |
| Tubes | 2 | |
| Wash-hand basins (enamelled) | 2 | |
| Hat racks | 6 sets | |
| Enamel jug | 1 per bathroom. | |
| Teapoys | 2 | |
| Mirrors | 2 | |
| Door Pardahs | 5 | |
| Charpoys (for use of camp establishment) | Average of 10 per I.H. | The Executive Engineer shall allot charpoys toinspection houses in accordance with their importance. The totalnumber of charpoys in any division shall not exceed the numberpermissible at the rate of 10 per inspection house. |
| Wooden box with Padlock | 1 | The box shall be large enough to accommodatethe inspection house curries when folded up. |
| Pictures | Reasonable number | To be provided from annual repairs grant. |
| Table fans | Table lights | |
| Ordinary inspection house | 2 | 1 |
| Special inspection house | 2 | 2 |
38. - All furniture in the divisional, sub-divisional and zilladari offices, telegraph, and telephone offices and the office of the deputy Collector shall be classed as office furniture, and charged to tools and plant. Office furniture shall be used only in the offices for which it is purchased. An officer may use part of it in his residence if it is necessary for him to do office work at home. The scales for the various offices shall be as below:
| NUMBER | |||
| Name of articles | Divisional Office | Sub-divisional Office | Collector's Office |
| Desks | 4 | - | - |
| Wooden Chaukis (O 'x' 4'x' ½) | 4 | - | - |
| Durries | 4 | 1 | 1 |
| *Qualeens 3'x2 ½' | 4 | 1 | 1 |
| Wooden boxes (3' x ½' x ½') | 1 | 1 | 1 |
| Office box (18' x 12' x 9') | - | - | - |
| Petrol boxes (23' x 15' x 13') | 2 | 1 | 2 |
| Diet lanterns | 2 | 1 | 2 |
| Swords | - | - | 3 |
| Gong with tripod | - | - | 1 |
| Time-piece | - | - | 1 |
| Paper tray | - | - | 1 |
| Folding book case (2 ½' x 2 ½' x 12') | - | - | 1 |
| Stamp punch | - | - | 1 |
| Padlocks of various sizes | 1 | 1 | 1 |
| Folding Table | - | - | 1 |
| Folding Chairs | - | - | 2 |
| *Cost not to exceed Rs. 7/8/each. |
| Name of articles | Telegraph office | Telephone office | Zilladari Office |
| Large table | 1 | - | 1 |
| Small table | - | 1 | 1 |
| Desk | - | - | 1 for muharrir. |
| Ordinary Chairs | 2 | - | 2 |
| Durries | - | - | 2 One for centre room & one for muharrir'sroom |
| Patrol boxes | - | - | 2 |
| Cash chest | - | - | 1 |
| Almirah | 1 for battery | - | 1 for records |
| Padlocks | 2 | 1 | 4 |
| Box for records | 1 | - | - |
| Clock | 1 | 1 | - |
| Small box | 1 | 1 | - |
| Stool | - | 1 | - |
| Newar Bed | - | - | 1 |
| Hat rack | - | - | 1 |
| Charpoys | - | - | 6 Zilladars, signallers & telephone munshresshall be responsible |
| Lanterns | 1 | 1 | 2 that these articles last a reasonable time. |
39. - The purchase of camp furniture out of Government funds should be strictly confined to the articles enumerated in the list given below. Officers incurring expenditure on this account should in no case buy the articles specified in the list in greater number than is necessaRy. Officers purchasing for camp use articles not included in the list given below are liable to make good the cost to Government.
List of Articles Purchase of which from Government Funds is Permissible40. - (i) Divisional officers shall be responsible taking proper care of all Government tents in their divisions. They shall periodically inspect the tents to see that they are kept in thorough repairs, are provided with 'gunny' packing covers and are carefully looked after whether in use or not and that the date of issue is already marked on each tent. Superintending Engineers, when inspecting officers and divisions, shall note the state of Government tents and whether proper care appears to have been taken of them.
| I. | (a) Personal use of Superintending Engineers. | Two Swiss Cottage tents 14' x 14' |
| Two Swiss Cottage tents 12' x 12' | ||
| The light shikar tent 12' x 12' | ||
| Four shouldaries 15' squares. | ||
| (b) Camp office Establishment | One shouldary 16' square. | |
| Two shouldary 12' square. | ||
| II. | Personal use of divisional officers on survey of constructionwhere tents are necessary. | One Swiss Cottage tent, 14' square, with square ends anddouble fly to both verandah and bathroom. |
| One Swiss Cottage tent, 12' square, as above. | ||
| One Swiss Cottage or 'shikar' pattern double fly sleepingtent, about 10' square. | ||
| III. | (a) Personal use of divisional officers in revenue divisionswhen specially sanctioned by the Chief Engineer. | One Swiss Cottage tent, 14' square as for II. |
| One Swiss Cottage or 'shikar' Pattern, double fly sleepingtent, about 10' square. | ||
| One necessary tent, 4' square. | ||
| Two shouldaries 12' square. | ||
| (b) Camp office establishment for II. | One shouldari 16' x 15' and 12' square. | |
| IV. | Sub-divisional officer in construction divisions if requiredto four in tents. | Same as III. |
| V. | Camp office establishment of sub-divisional officers inrevenue sub-divisions. | One shouldari 16' x 15' and one 12' square. |
41. - (i) When petty articles of tools and plant, such as Phaorahs, Kudals, pick-axes, ramers, axes, lanterns measuring tapes etc. become unfit for further use, the Executive Engineer shall not sell them by auction, but shall have them thoroughly broken up in his presence and dispose of them in such manner as to make it impossible for any one to substitute for serviceable articles of tools and plant.
| 1. | Chain, measuring 100 ft. | One per Section |
| 2. | Chronograph stop watch. | One for each Section, and one for each S.D.O. and due for eachExecutive Engineer. |
| 3. | Compass prismatid (with stand). | One per division. |
| 4. | Curves. French (in box containing 12 curves). | One |
| 5. | Drawing instrument box large, full set. | 2 |
| 6. | Drawing instrument box small, half set | One per sub-division. |
| 7. | Drawing boards. | 3 per division |
| 8. | Ferro-type apparatus | 1 per division |
| 9. | Levels with stand | One per Section |
| 10. | Levelling staves (Pairs) | One per Section |
| 11. | Parallel ruler brass or Metal, 24", 8" and 12" | Three |
| 12. | Plan tables of kinds | One for each sub-division |
| 13. | Planimeter | One |
| 14. | Pantograph | One |
| 15. | Set squares] Full set | Two |
| in boxes] Half set. | One per Sub-division. | |
| 16. | Set squares, Single set. | One per Section. |
| 17. | 'T' Squares | Two per Division |
| 18. | Stencil plates, plain block with figures and miscellaneoussets. | 5 |
| 19. | Straight edges, brass or metal 36". | 1 |
| 20. | Theodokite with stand | 1 |
| 21. | Technometric plane table | X |
| 22. | Road pen | X |
| 23. | Magnifying glass | 1 |
| 24. | Beam Compass | 1 |
| 2. | Current meter | X |
| 26. | Drawing pens | X |
| 27. | Protractor, circular (brass or metal) | X |
| 28. | Scales architectural and other sets | X |
| 29. | Scales, boxes, six scales in each (Box wood) | 2 |
| 30. | Scales, card | One per each section. |
| 3. | Scale, miscellaneous single | 5 |
| 3. | Area comb | X |
| 33. | Slide rule | 1 |
| 34. | Binoculars | X |
| 35. | Curves railway in bok | X |
| 36. | Spirit levels, 12" | One for each section |
| 37. | 2' Rulers | One for each section |
Chapter V
Office and Other Procedure
Section IProject Estimates, Plans and Completion Reports Preliminary Procedure in Regard to Projects1. - When submitting an irrigation or drainage project, or proposals for alterations to existing systems of irrigation or drainage, the divisional officer shall also communicate the opinion of the district officers concerned on the desirability of, or the necessity for the projected scheme. He shall request the district officer to report in so me detail on the nature of the land, the crops to be irrigated, the willingness or otherwise of cultivators to avail themselves of the projected facilities for irrigation and the adequacy of the bridges which it is proposed to construct. The district officer will also examine the forecast of revenue in the light of all the information at his command. His countersignature on the estimate of the growth of irrigation project) will be held to mean that he has done so.
2. When projecting drainage works that come under class II or III, the opinion of the commissioner and the collector should be invited on the following point:
3. in the case of small drainage works embankments for holding up water, or other similar work of agricultural improvement, which a district officer may propose to carry out for the benefit of a village or group of villages, he should consult freely the divisional Officer, who should assist him in selecting suitable sites, and preparing plans, designs and estimates of cost.
4. It is desirable that canal and revenue officer should meet periodically to discuss projects for extending irrigation provision grain age, and other matters of local canal administration. Superintending Engineer should, during their tours, arrange meetings for the purpose with the Executive Engineers and Collectors of the districts in their circles.
5. If the construction of a proposed work is likely to affect adversely the interest of any other province, the fact shall invariably be brought to notice in submitting the estimate for the work.
Responsibility of canal Officers for projecting Drainage schemes6. - (i) Officers of the Irrigation Branch are responsible for proposing schemes for the proper drainage of the country to which their irrigation operations extend, irrespective of whether the necessity for drainage arises from canal works or other causes, and should give assistance to the civil authorities in connection with any drainage which the latter may propose.
7. - (i) The submission of a number of small estimates should be avoided as far as possible.
8. - (i) Standard specifications are laid down in the hand book of "Detailed specifications". If in any particular case alterations or additional specifications are necessary, these should accompany the estimate.
9. - (i) When any work entails the acquisition of land, the divisional officer shall submit with the estimate for the work on land plan a schedule of the approximate areas to be acquired in each village, and an estimate based on the collector's valuation of the probable cost per acre. A certificate signed by the head draftsman, who shall verify the areas and the spelling, must accompany the plan and the schedule.
10. - The procedure for constructing and maintaining works necessary for the passage of canal or drainage water across railway or a road will be as follows:-
Construction of New Works11. - The Irrigation Branch will bear the cost of works specially constructed under I above, but the railway authorities will carry out the necessary repairs in the case of railway crossings and the Irrigation Branch in that of road crossings. Divisional officers will be responsible for bringing to the notice of the railway authorities and damage that may have occurred or be likely to occur to a work by the passage of an excessive discharge through it.
Adaptation of Existing Works12. - When it is necessary to make use of an existing work for the passage of canal water the officer preparing the project shall:-
13. - The cost of the maintenance of existing works will continue to be born by the Department to which they belong. The irrigation Department will pay for any extra expenditure necessary to protect the works from scour, the actual repairs being carried out in the case of railway authorities and in that of road bridges by the Irrigation Branch Officers.
Maps and Plans to be Submitted with Estimates14. - (i) Irrigation and drainage projects submitted to the Chief Engineer shall include the following:-
15. - The following rules define the procedure to be adopted in regard to the preparation and submission of record plans:
| Name of work | Plans required | |
| Head works | (1) | Index map. |
| (2) | General Plan. | |
| (3) | Longitudinal and cross sections of main and subsidiary weirs,bunds, spurs and groynes. | |
| (4) | Detail drawing of canal and river sluices wing walls fishladder, ouide walls, steel gates, bridge, etc. | |
| Main canals, branches and escapes carrying over 500 cusecs. | (1) | Index map |
| (2) | Longitudinal sections and type cross Section | |
| (3) | All masonry works (one plan will suffice for those workswhich have been built according to the same type design, thechange of each work and ruling R.L.S. being engrossed on thisplans). | |
| Branches and escapes carrying under 500 cusecs and alldistributaries minors & Drains. | (1) | Index map. |
| (2) | Longitudinal section. | |
| Storage works | (1) | Index map. |
| (2) | Longitudinal and cross sections of bunds. | |
| (3) | Sluice (if pakka) | |
| (4) | Excape (if pakka) | |
| (5) | Site plan showing area submerged at F.S.L. | |
| Offices, residence officers an inspection houses notconstructed in accordance with a standard type design. | (1) | Lay out plan. |
| (2) | Plans of main building only. |
| Name of work | Plans required | |
| Branches and escapes carrying less than 500 cusecs. | (1) | Masonry works (one plan will suffice for thoseworks which have been built according to the same type design,the chainage of such work and rulling R.L.S. being grossed onthis plan). |
| Distributaries, minors, with their escapes and drains. | (1) | Masonry work; one set of plans in each divisionwill suffice for those works which have been built according tothe same type design. Each type is to be numbered and quoted inthe schedule of masonry works engraved or all L. Sections. Pettymodifications can be ignored. |
| Buildings, plans of which are not required for ChiefEngineer's office. | (1) | Lay-out plan.Plan of building. In eachdivision one plan will suffice for all buildings which have beenbuilt according to the same type design. A schedule should beengraved on each record plan showing the sites at which the typedesign has been adopted. |
| General map | A general map of the country, preferably a contoured map. | |
| Detailed surveys | Shajra sheets by channels. |
16. Record plans required by the-various offices shall be prepared as follows;-
| Name of office | Nature of plan | How recorded |
| (a) C.E. I s Office | All plans | On ferro paper. |
| (b) Divisional Office | Plan of works required for record in the C.E.I's office. | On what man paper, and tracing cloth (see note 1 Below). |
| Do | Land plans and plans of works not required in the C.E.I'soffice | On what man paper. |
| Do | Shajra Sheets. | 5-p Cloth (see note 2 and 3 below). |
| (c) Collector's office | Land permanently acquired | On tracing cloth |
| (d) Sub-divisional office | All plans which are submitted to the C.I.E. | On ferro paper. |
| (e) For Zilladars | 16" project maps. | On 5-p cloth. |
| (f) For Patwaris | 16" village maps. | On 5-p cloth. |
2. No divisional record shajra sheets shall ever be sent out from the divisional office. Copies must be prepared in the divisional office when required.
3. Deputy Collectors are responsible for examining Shajra sheets periodically and keeping them up to date.
17. The following scales should be adopted:-
| Large mansonry works, e.g. those of head works, main canalsand branches. | 1"= 10 feet |
| Other canals and branches | 1"=5 feet |
| Longitudinal sections of channels- | |
| Horizontal | 4"=1 mile |
| Vertical | 1"= 10 feet |
| Straight lien land plans- | |
| Vertical | 1"=80 feet |
| Horizontal | 8"=1 mile |
| General map of the country | 4"=1 mile |
| Shajra Sheets | 16"=1 mile |
18. The following instructions are to be complied with when preparing record plans.
Schedule 2
| District | Pargana | Village | Area as acquired by Executive Engineer | Area as certified by collector | Authority |
| 1 | 2 | 3 | 4 | 5 | 6 |
| Certified | As acquiredExecutive Engineer. |
| Collector or L.A. Officer. | ..........Division. |
1. Canals, branches and distributaries, large channels over 20 feet bed width, width to approximate to actual bed width (black and blue).
2. Canals, branches and distributaries, small channels (thick blue line).
3. Guis (fairly thick black line).
4. Artificial drains (fairly thick black line).
5. Main drainage (blue).
6. Limits of gross command (thick green).
7. Limits of gul command (fairly thick green).
8. Water sheds of main channels, distributaries.
9. Outlets (red arrow, with details on cloth sewn to shajra).
10. Metalled roads with mile stones (black and light red).
11. Unmetalled roads with mile stones (black and burnt sienna).
12. Village cart roads (burnt sienna).
13. Railway with station (black).
14. Jhils and tanks (black and blue).
15. Pakka wells (black, blue and red).
16. Rice chaks (grey wash) (neutral tint).
17. Usar (yellow wash).
18. Bhur and send hills (light green wash).
19. Mar (light Indian ink wash).
20. Kabar (light blue wash).
21. Parwa (uncoloured).
22. Rakar (light red wash).
23. Village site or abadi (black and red).
24. Groves and gardens (black and green).
25. Inspection houses (red).
26. Telegraph offices (blue).
27. Survey lines (burnt sienna, the line itself may be in pencil if shown at all on shajra).
28. Contours where specially ordered (light burnt sienna).
29. Contours where specially ordered (at every 5 ft. thick burnt sienna).
| For Patwaris | By villages. |
| For zilladars | By doabs commanded by each channel. |
| For divisional office by doabs commanded by each channel. |
1. Completion report should not be elaborate. A timely report on salient features of the scheme is of more value than a belated but more elaborate one. In a case in which a completion report is not necessary (see Financial Hand Book), the amount of actual expenditure incurred on works, establishment, and plant should be reported to Government.
2. Excesses over estimates will be sanctioned by the competent authority in the statements of items under objection. If the completion report reaches that authority before the statement, he will record his sanction on receipt of the former, and communicate it to the Accountant General immediately, given reference to the sanctioning order in the statement when it is received.
Preparation of Patwaris, Shajras and Khasras19. - (i) Zilladars shall report to Deputy Collectors, on or before November, each year, the number of shajras and khasras which need replacing, giving the names of the villages and the total number of fields in each village. The Deputy Collector shall verify the necessity of replacement, and send a consolidated estimate of cost for the whole division to the Executive Engineer on or before March, 15 of each year. The estimate will give the names of the villages, the total of field numbers in each village, the length of cloth required and the cost of tracing new shajras and copying and binding new khasras. The Executive Engineer will return the estimate after sanction to the Deputy Collector and give a copy to his peshi munshi for reference in camp office.
20. - Orders issued separately by the Government in this connection from time to time may be followed.
Section IIIStationery and FormsIndents21. - Separate instructions have been issued by the Government from time to time which should be Strictly followed.
Section IVReturnsOccasional Returns22. - The following returns shall be submitted when the necessity arises:
23. - (i) A list of periodical returns due in and from the various offices of the Irrigation Branch is published separately.
...........No other periodical return shall be called for from any office in this Branch without the consent of the Chief Engineer or Government.24. - (i) No officer shall do correspondence direct with an authority Superior to the officer under whom he is immediately serving, with the local Government or the Government of India, except in a case of extreme emergency, when he shall send copies of his correspondence to his immediate superior.
25. - (i) All letters and documents addressed by any office or person to Government, or to another office and likely to be forwarded in original by the latter to Government, shall be written on fool scape-sheets.
26. - Heads of offices shall make proper arrangements for the receipt and opening of official covers addressed to them. When the enclosures of a letter received in any office do not agree with the list, the receiving office shall be responsible for informing the despatching office by return of post.
Confidential Correspondence27. - Only the head of an office and one confidential clerk, the head clerk, shall deal with confidential papers, which shall pass from hand to hand by personal delivery, or be sent in sealed covers. Entries in the receipt and despatch registers shall give the barest reference to these papers sufficient to admit of their being traced. When despatched, they shall be put into double covers. The inner cover shall be addressed by name and marked confidential. The outer one shall bear the official address only without any mark to indicate that its contents are of a confidential nature.
Anonymous Correspondence28. - No officer shall act upon an anonymous correspondence regarding the conduct of another officer without the permission of Government unless it be to remove any apparently well-founded cause of complaint which do not affect the characters of individuals. Officers shall inquire into every other complaint by or against any person serving under them.
Preservation and Destruction of Records29. - (i) List of the registers to be maintained in the various canal offices will be issued by the Chief Engineer Irrigation.
| Red | ... | ... | Works |
| Blue | ... | ... | Irrigation and Revenue |
| Yellow | ... | ... | Establishment |
| Black | ... | ... | Judicial |
| Green | ... | ... | Miscellaneous |
30. - Canal administrative messages shall be transmitted free of charge over the canal telegraph system.
31. All messages connected with the touring facilities of officers such as camp arrangements, supplies, etc. shall be marked P' or 'Practice' and transmitted free of charge. Private messages regarding appointments, leave transfer, pay or leave allowances shall be paid for. Signallers in charge of canal telegraph offices shall make copies of all telegrams marked 'P' which they transmit, and send them monthly to the divisional officer. The Superintending Engineer and the divisional officer shall check the telegraphic files from time to time to see that these rules are complied with.
32. Canal administrative message tendered at an office outside the canal telegraph system, and intended for transmission to a canal office, shall be marked, 'state' and paid for, shall be addressed to the headquarters station of the division concerned. Such messages as also private messages, shall be transmitted immediately by the canal signaller. When it is necessary to send a paid State message through a canal telegraph office not licensed to receive paid messages from the public, the message shall be sent to the accountant or head clerk at Head quarters with orders to despatch it and charge the cost to the contingent grant of the division.
33. The canal signaller shall immediately report all interruptions to the sub-divisional officer, Telegraphs (S.D.O.T.) giving a copy of the report to the canal divisional officer, and when the communication has been restored, shall report the fact to the divisional officer, giving the time of the restoration. In cases of interruption and general breakdown of canal lines, a canal telegraph traffic can be passed over the telegraph departmental wires free of cost in accordance with paragraph 42 of the Posts and Telegraphs Manual volume XI Parts 1 and II. In such cases however, only urgent and important telegrams should be sent.
34. The working hours for the canal telegraph systems shall be fixed by the Divisional Officers.
All signallers shall be in their offices during the fixed periods and received and transmit messages as rapidly as possible.35. The signaller shall give a receipt for every message tendered for transmission with the time and date entered thereon, maintain a receipt and despatch register, and number the telegrams consecutively giving the time of receipt or despatch on them. He shall keep separate files, by months, for messages received and messages despatched, shall file all telegrams in order of receipt or despatch, and in the evening, before the office is closed, shall compare the registers with the files.
36. When the signaller does not understand a message tendered for transmission, he shall return it to the sender for explanation. When a receiving signaller does not understand a message, he shall repeat the doubtful words to the despatching signaller.
37. When a message is addressed to an officer at any telegraph office, and the addressed is not in the neighbourhood, the signaller shall transmit the message to the office which is nearest to the officer's camp.
38. The signaller shall enclose all telegrams marked "Urgent" or of an urgent nature, in yellow envelopes, and instruct the messenger to deliver them at once, nothing on the receipt the time at which the latter leaves the office.
39. The blame for sending telegrams by the wrong route shall rest with the despatching signaller, but other signallers shall receive or pass on all such telegrams.
40. The signaller shall acquaint thoroughly with the divisional standing orders regarding water regulation, a copy of which he shall hand up in his office. He shall give written orders to tindals and others regarding regulation, but, if they are unable to read or write, he shall read out the orders to them. He shall not receive verbal orders regarding regulation, or verbal gauge reports, but shall insist that they are written and signed by the person giving them.
41. The signaller shall maintain a gauge register in which he shall enter the gauges as he receives them. He shall not jot them down on odd scraps of paper or on his writing pad, except when otherwise specified, all gauges shall be read in the early morning, and all rain gauges at 8 p.m. If the gauges relating to any other hour or date are included in those submitted by the signaller, he shall give full information regarding time and date of regarding the gauges so as to avoid any misconception. He shall telegraph every extra-ordinary fall of rain to the divisional officer.
42. When telegraph offices are closed, the handles of the instruments shall on no account be screwed down.
43. The signaller shall be responsible for keeping his office neat and clean, and his instruments, batteries and connections in proper working order. He shall not admit strangers or his relatives into the telegraph office.
44. No apprentice shall be allowed to learn telegraphy in a canal telegraph office without the special sanction of the divisional officer, when such permission is given, the candidate shall provide his own dummy instrument. He shall on no account practice on the service instrument.
45. Canal telephone offices shall not receive paid messages from the public. They shall not be subject to any telegraphic code and shall be entirely under the control of the Irrigation Branch.
Section VIIMiscellaneousRegister of Canal gauges and Rainfall46. - (i) Divisional and sub-divisional officers shall write up their gauge registers daily. The divisional register shall, as a rule, give gauges at canal regulatives and at the head and tails of branches, distributaries, minors and drains, besides other important gauges such as those at headworks, etc. They shall also have columns for discharges of main distributaries.
The divisional as well as the sub-divisional register shall be a combined gauge and water consumption register and shall give full information of the discharge run in every channel. The sub divisional register shall also give intermediate gauges for all long distributary channels.47. - All divisional and sub-divisional officers shall maintain registers of all mansonry works on all channels. When an existing work is altered the necessary corrections shall be made in the register at once. Superintending Engineering, when inspecting divisional offices shall note that the registers are kept up properly.
Register of Bench-Marks48. - (i) Every sub-divisional officer shall maintain a register of bench-marks, which shall contain, in addition to a list of G.T.S. benchmarks in sub-division, the correct reduced levels of the benchmarks on all mile-stones on Government channels, and as many records reduced levels of benchmarks as may be necessary.
49. - (i) Libraries shall be kept in a separate room, if practicable, and shall be under the charge of the head clerk. The books shall be classified according to subject matter, arranged properly on shelves out of reach of white ants and entered in a special catalogue. The head clerk shall verify the books in the library with his register once a year in july, and shall endorse a note in the catalogue "checked and found complete with the following exception."
50. - (i) The divisional accountant shall inspect the accounts records of sub-divisional offices and check a percentage of the initial accounts at least twice in the year in the case of any ordinary sub-division and four times in that of a head works sub- division.
51. Superintending Engineer shall forward copies of their tour programmes to the Chief Engineer for information. Executive Engineer to the Superintending Engineer, and Sub-divisional Officers and Deputy Collectors to the Executive Engineer. Executive Engineers and Sub-divisional officers shall also forward copies of their tour programmes to the Collectors and revenue sub-divisional officers respectively within jurisdiction.
Disposal of Complaints52. Complaints on any subject connected with the administration of the Irrigation Branch should be addressed to the Irrigation Officer concerned. The complainant may at the same time inform the tehsildar, who shall, however, refrain from investigating the case, but shall report it to the Collector. All complaints received by the Collector shall be forwarded to the Divisional Officer for disposal, but the Collector may in any particular case, request the latter to inform him of the result of the inquiry. If the Collector thinks that further inquiry is necessary, he may make such further investigation as he considers fit, and acquaint the Divisional Officer with the result. Should the latter disagree with the Collector, he shall refer the case to the Commissioner.
Liaison Between Commissioners and Superintending Engineer53. (i) It is desirable that the Commissioner should be kept in touch with the general working of the department, and the Superintending Engineer shall keep him informed in regard to irrigation matters consult him on new projects or any proposed important departure from established practice.
54. For rules regarding security deposits of Government servants see financial hand book.
Dafedars and barkandazes attached to canal divisions shall furnish security in the form of a cash deposit. The deposit shall amount to Rs. 50/ which may be paid in one lump sum or be deducted in installments from the man's pay at the discretion of the divisional officer. Such deductions shall not exceed one fourth of each month's pay.Preparation and Encashment of Establishment Bills55. The Sub-divisional officer shall forward his establishment bills (duly signed) to the divisional office. The Accountant shall check the bills and return them after countersignature by the Executive Engineer to the Sub-Divisional Officer, who shall present them for encashment at his head quarters treasury. No treasury will cash any bill without the Executive Engineer's countersignatures. Executive Engineers and sub-Divisional Officers shall attest all corrections made by them in the bills.
Safe Carriage of Government Money and Other Valuables56. (i) The Sub-Divisional officer or the senior officer present shall be responsible for nominating on each occasion a sufficiently strong guard for the carriage of Government money, and shall personally make over any cheque for encashment to the dafedar. The letter shall send or take out the full strength of the guard order. Any neglect on the part of the dafedar to do so shall be punishable dismissal.
| Date | Name of individuals comprising the guard | CHEQUE | |||
| Number | Date | Amount | Treasury | ||
| 1 | 2 | 3 | 4 | 5 | 6 |
| Note of any special instructions given to dafedaror the guard | Initials of the detailing officer | Signature or left thumb impression of the guard |
| 7 | 8 | 9 |
57. Police guards can be asked for in an Engineering District by the Divisional Officer from the Superintendent Police, who will send the guard according to the Police regulations conditions laid down.
Copying of Shajras, Khasras etc.58. (i) Irrigation Officers shall obtain copies of new shajras and settlement records required by them from the Settlement office on payment of fees, approved by the Board of Revenue including the cost of copying, examining, counting and paper.
59. (i) The office in charge of a Government buildings shall make some person of his establishment answerable for its general condition.
Chapter VI
Land
Acquisition of landLand required for the construction of Irrigation works will be acquired under the Rajasthan Land Acquisition Act, 1953.Chapter VII
Canal Revenue Procedure
Section IAssessment of Occupier's Rates1. The Khasra-shudkar is the basis of all demands and statistical returns. The Mohafiz or Patwari shall record the entire irrigation of as many villages as possible in a Khasra-shudkar. He shall enter therein all fields which appear to him liable to assessment of water rates, but shall make out a separate list of any fields about the irrigation of which he has a reasonable doubt, and submit it to the zilledar for orders. He shall also enter in the Khasra-Shudkar fields in respect of which special charges have been authorised under rule 27 or 31 of the rules under the Canal Act, taking care that in doing so he does not include any area twice over.
2. The Divisional officer shall fix the dates for the commencement of the final measurements. The dates shall be so timed as to allow the despatch of Jamabandies to tehsils on the due dates, and at the same time to avoid the necessity of preparing supplementary Jamabandies.
3. At least ten days before the commencement of the final measurements, the zilledars shall send copies of a notice on prescribed form to the tehsildars concerned, informing them of the approximate date on which final measurements in each village will commence. He shall also cause a notice in prescribed form to be affixed on each village Chaupal. Tehsildars shall acknowledge receipt of the notice & shall be responsible that Revenue Patwaries are present in the village on the specified dates. If for any reason the canal amin or girdawar can not keep to his dates in any village, he shall send direct to the Revenue Patwari concerned either a written message through the Canal Patwari or a postcard for which he shall obtain a certificate of posting. Amins shall not change dates unless absolutely necessary.
4. The Revenue Patwari shall be present in the village during the completion of the final measurements. He shall furnish the Canal amin with the names of proprietors, tenants, etc. in order to enable the amin to complete his record, and shall help in setting any doubtful points by a joint inquiry. If Patwari fails to attend, a complaint about it shall be sent to the collector by the Divisional Canal Officer. Tehsildars shall intimate alterations in Patwaris circle to zilledars at the beginning of each year.
5. When the amin has measured the fields and completed the entries in the Khasra-shudkar, he shall make out purchase in prescribed form one for each cultivator. In the case of fields on which the rate has been remitted in full under rule 17, 23(1) or 28 of the rules under the cannal Act, he shall give only the number and area of the field, show the charge as nil, and record a note regarding the remission in the remarks column.
6. With the aid of the Khasra-shudkar and the Parchas, the amin shall prepare the Jamabandi on the demand statement in prescribed form bringing together all entries concerning each cultivator and giving the total for each separately. He shall not attempt to group and abstract, the fields belonging to an individual owner. There shall be a separate Jamabandi for each Mahal, except where the Lamardar of one Mahal in a village consisting of two or more Mahals has entered into a special agreement etc. make collections in the entire village. For villages in which canal dues are collected direct by the Revenue Department Jamabandi should be prepared village-war instead of Mahalwar.
7. Prior to completion of the Jamabandi, the amin shall inform the Lambardar or his agent when he proposes to distribute the parchas, and shall also post a written notice to the same effect in the village Chaupal. The Lambardar shall then call upon the cultivators to attend and receive the Parchas, The amin shall enter the date of distribution on each parchas. If any cultivator is not present at the appointed time, the amin shall make over his parchas to the Lambardar, or in his absence to the Revenue Patwari who shall acknowledge receipt, the amin nothing on the Parcha to whom it has been delivered.
8. After correcting such errors as may be discovered subsequent to the measurement and in time to admit of corrections the amin shall note on the Jamabandi the amount of the fees to be paid to the Patwari. When the amin has completed the Jamabandi, the Patwari shall prepare, an abstract of it in prescribed form and get it signed by the amin. The Patwari shall sign the Khasra prepared by the amin, and he shall be responsible that the abstract of the Jamabandi is at all times accessible to any person who pays the water rate.
9. When the Jamabandies have been checked by the zilledar and such other officials as the Divisional Officer. Canal or Deputy Collector may direct, they shall be sent to the divisional office where they shall be checked, arranged by Parganas and signed by the Divisional Officer or Deputy Collector. They shall then be despatched to the Tehsildars concerned at least three days before the date fixed in the rules under the Canal Act. The warrants accompanying each batch of Jainabandis shall be in duplicate on prescribed form and shall be signed by the Divisional Officer immediately after despatching the Jainabandis. the Divisional Officer or Deputy Collector shall submit to the Account General through the Superintending Engineer a statement showing the total assessment for the half year from all sources.
10. No copies of the Khasra-shudkar shall be made.
11. In order to enable canal officials to prepare Jainabandis correctly by Mauzas and Mahals the Collector shall supply the Divisional Officer with-
12. (i) The Patwaris fee shall be as decided by Government for every 100 acres of land irrigated. The payment of the fee shall be conditional on his performance of his duties as laid down in preceding paragraph to the satisfaction of the Divisional Officer. Failure to perform his duties shall be reported to the Collector, and the result of such reports communicated to the Superintending Engineer. The latter may, if he considers if necessary, bring the matter to the notice of the Commissioner.
13. (i) For charges leviable for waste or issue of canal water, see rules 9, 27. 30 and 31 of the rules under the Canal Act. Any punitive charges so levied shall be treated as assessment of occupier's rate and included in the demand statement. Before ordering the levy of the charges, the Divisional Officer shall satisfy himself that the case has been investigated by a responsible canal officer, and shall carefully scrutinize the report of the latter. If the total punitive rate exceeds Rs. 10/- or the punitive rate on any one person exceeds Rs. 2/- he shall write the order in his own handwriting.
14. (i) Under rules 17 and 28 of the rules under the Canal Act, the Divisional Officer is authorised to reduce the rate ordinarily leviable on any field that has been damaged-
| PERCENTAGE OF DAMAGE | REMISSIONS |
| Under 150 percent. | Nil |
| 50 percent and above but less than 75 percent | Half water rates |
| 75 percent and above | Remission in full |
15. (i) All objections to demands falling under any of the following four classes shall be addressed to the Division or sub- Divisional Officer or Deputy Collector or Zilledar.-
16. (i) Once the measurement of a village has been completed and the Jamabandi prepared, any complaints lodged, except those due to causes over which the canal administration has no control, shall be entered in a register of complaints, whether or not it is possible to carry out corrections in the Jamabandi. The register shall be kept in Hindi in the Divisional office under the following heading:-
17. (i) If in any village or mahal, a considerable area is irrigated at too late a date to admit of its being included in the ordinary demand statement, a supplementary demand statement shall be prepared and forwarded to the tehsildar as soon as possible.
18. (i) The Collector shall realize the rates assessed by the Divisional Officer. The Commissioner's responsibility to ensure the punctual realization of irrigation revenue shall be the same as in respect of land Revenue.
19. Detailed procedure is given in Accountant General Rajasthan's Manual.
Section XChecking of Irrigation Measurement20. (i) The Divisional Officer shall see that Sub-Divisional officers and Zilledars maintain fortnightly records showing how irrigation is advancing, and that they inquire immediately into all undue delay in the progress of irrigation.
21. The following rules and abstracts of notifications regarding the assessment of owner's rates are here inserted for the information and guidance of canal officers. The Government shall decide whether this rate is to be levied in any area.
1. Standing Order
No. T/26/1573, dated 4-9-19Standing Orders will be issued by the Chief Engineer from time to time for the guidance and compliance by the members of this Department. Sufficient copies will be supplied to the Superintending Engineers to be distributed to all the officers concerned.2. All Officers Engineering Subordinates, Divisional Accountants & Office Superintendents are supposed to open a separate file for the same and keep the standing Orders in proper sequence with them for ready reference.
3. The No. of previous orders are being revised and is being intimated separately.
2. Office Order (New Standing Order)
No. 30-A/SA/647, dated 30-1-1957It has been observed by Government that officers act beyond their powers. The works which they are not competent to sanction are sanctioned by them thus exceeding their authority. The higher authorities are only moved to regularise the matter when objected to by the Accountant General.In one case the sanction to the construction of the residential quarter at an estimated cost of Rs. 20,700/- was agreed to by the Irrigation authorities on 12th January, 1954 but the Government was requested to regularise the action taken in July 1954. On receipt of an objection from the Accountant General, Rajasthan. This is not a happy state of affairs.It is, desirable that the officers should not exceed the financial powers delegated to them and if because of some urgency any action has been taken in anticipation of sanction, the competent authority should be moved to convey sanction simultaneously.Serious view will be taken in future of any disciplinary action will be taken against the defaulters.3. Office Order (New Standing Order)
No. 30-A/II/SA/853, dated 12-2-1957The following instructions are issued for the guidance of all.Heads of offices should show necessary records except confidential papers and offer all facilities to inspecting Officers of the Accountant General and their staff.All records should be collected and kept ready for inspection by the inspection party.All officers whose offices are to be inspected should remain at Head Quarters unless they have urgent business else where.The officers should carefully verify the facts when the objection statements or draft para for inspection reports are handed over either to them or their subordinates. The notes of dissent if any can be inserted while verifying the facts.The inspecting party should be informed in writing if any file asked for by them have been submitted to higher authority and are not available.4. Office Order (New Standing Order)
No. 18 AU/1 l/B/SA/1234, dated 12-3-1957.During the course of inspection of a Division it has been notified by the Accountant General that secured advances were paid to the contractors on perishable materials without adoption of precautionary measures to safeguard the interests of Government Rules 456(a) of the Public Works Financial & Accounts Rules provides that grant of such advances can only be made on the security of imperishable materials and on the distinct condition that a formal agreement (Indenture on form 31) is drawn up with the contractor under which the Government can secure a lien on the material and be safeguard against, losses due to the contractor postponing the execution of work or to the shortage or misuse of materials as also against the expense for their proper watch and safe custody.It is enjoined on all that these instructions should be strictly followed in future.5. Office Order (New Standing Order)
No. 30-A/SA/3549,dated 14-8-1957.It has been noticed by the public Accounts Committee that certain subordinate officers had opened private bank accounts for Government transactions. This was in clear violation of Government orders and disciplinary action will be taken against persons doing so in future.6. Office Order (New Standing Order)
No. 30-A/SA/2415, dated 20-5-1958.It has come to notice that the Divisional Accountants are not regularly checking the accounts records of sub-divisional offices, periodically as laid down in para 101 of the PW Financial and Accounts Rules.The Executive Engineers should see that the instructions are properly carried out and deviation, if any, report to the higher authorities for their orders.7. Office Order (New Standing Order)
No. 30-A/SA/2873-2881, dated 12-6-1958.It has come to notice that the Superintending Engineers while forwarding estimates may be sent to this office stating clearly the correct chargeable head.It is, therefore, enjoined upon all concerned that in future the estimates may be sent to this office stating clearly the correct chargeable head with detailed classification and the provision in the udget for the work in question. All estimates which do not contain the above information will be considered incomplete and are liable to be delayed.8. Standing Order (New Standing Order)
No. 185-R/3128-20, dated 12-5-1959.It is observed that the Khataunis or Jainabandis are not sent to the Revenue authorities in time by the recovery of Irrigation dues.It is hereby ordered that Executive Engineers should see that they are prepared and sent to the Revenue authorities within the specified submission date. Executive Engineers should telegraphically inform the Chief Engineer, Irrigation giving area irrigated and total assessment of the fasal as well as actual date of submission of the Jamabandi.9. Office Order (New Standing Order)
No. 30-A/SA/2601-26-06, dated 20-5-1958.A case has recently come to notice in which the security deposit of a contractor of the irrigation department was transferred to the B & R. branch at the request of the department for adjustment against recoveries due from him in that department. In the absence of any concurrence of the contractor for such adjustment or order of the Court for recovery of the amount due, the adjustment carried out was not in order. The contractor failed a suit for the refund of his security deposited in the Irrigation Department which was upheld by the Court and a degree was passed against the Irrigation Department with cost.To avoid such difficulties and unnecessary loss to Government it is hereby ordered that in future the amount lying under deposit in the divisions of this Department should not be transferred to other department for adjustment against the outstanding dues of contractors without any order of the court or specific concurrence of the contractors concerned with the officers of the Department concerned should be asked to obtain. All the Executive Engineers in the Irrigation Department may be instructed to comply with these instructions strictly in future.10. Office Order (New Standing Order)
No. 30A-SA/458, dated 11-8-59.A case has come to notice in which the final bill of a contractor was paid by the Executive Engineer without execution of a proper agreement. This practice is in contravention of the rules on the subject and should stop forthwith.According to clause 10 of the above Notice Inviting. Tenders, it is obligatory on the part of the assigning authority that the successful tenderer must execute an agreement bond within 15 days of the receipt of the written order to commence the work. All concerned should be asked to note that these departmental instructions are strictly followed in future.11. Standing Order (New Standing Order)
No. X/Tanks/6/3/7125-38, dated 21-10-1959.It has been brought to notice several times that rain water, collecting in the canals breaches its banks to find its way out to some natural drainage. These breached banks have to be left unrepaired during the monsoon and delay usually occurs in repairing them owing to which canals cannot be run to meet paise demand which usually occurs early. It is, therefore, necessary to make pucca bandobast to escape such rain water so that there may be no breaches in the canals. One such arrangement would be to provide an opening in the wall of an aqueduct which would be kept closed with blands where the canal is run. Where there are no aqueduct suitable escape heads will have to be constructed. Necessary action in respect of old and new canals should be taken at once.12. Standing Order (Gauges Of Canals & Discharge)
No. 24 HS/479-502, dated 20-10-1959 & 24-HS/541-555, dated 27-10- 1959.Road and tail gauges of all main, canals, distributaries and minors shall be read daily at 8 A.M. every' day during that period when they are run. These gauges shall be recorded in a gauge register (which may be manuscript until a printed gauge register is made available) to be maintained by all section Overseers, Assistant Engineers and Executive Engineers. These registers must be posted day by day and shall be permanent record.2. Until pucca gauges are constructed, the observations may be taken by mean of a measuring rod, the depth of water being observed on the canal bed.
3. Discharges of all channels shall be observed at head, atleast once a month by the Overseers and Assistant Engineers. The letter shall submit these to the Executive Engineers in monthly statements, and shall also keep record in a register in the sub- divisional office.
13. Standing Order
No. 24-HS/503-24, dated 20-10-1959.Rain gauges should be installed at once on all Irrigation Department's Rest Houses or Inspection Houses and rain fall record in respect of these rain gauges shall be maintained throughout the year in all the offices concerned.14. Office Order (New Standing Order)
No. 30-A/SA/6592, dated 26-11-1959.The Government have observed that Officers appointed incharges of cases filed in courts do not supply necessary material to the Government Pleaders in time with the result that written statements are received just a day or two before they are to be fitted in the court of Law. In the circumstances the law Department has to examine the defence taken at a very short notice in consultation with the Administrative Department. As timely and expeditious submission of factual reports by the Department officers is necessary to ensure proper scrutiny of the cases all officers appointed Incharge of a suit filed in account of Law should arrange to supply all relevant materials for the Law Department as early as possible within the dates of the suit filed. As it is very necessary that the interest of Government be safe guarded, any defaults of this nature shall in future be severely dealt with.15. Standing Order (New Standing Order)
No. T/26/2039, dated 29-10-1959.It has been observed that projects had been submitted, without verifying the actual GCA & CCA. It is, hereby ordered that before a project is prepared. Executive Engineers should prepare a Sajra Sheet of command area on the cloth, get the command contour surveyed and mark contour at suitable interval and the canal alignment shown in it. A correct area statistics of the proposed CCA based on the revenue records should be worked out. The command area should also be inspected and existing average cropping shown in a statement. The Executive Engineer should satisfy himself that proposed irrigation will be possible to attain.16. Der (New Standing Order)
No. T/26/2040, dated 5-11-1959.Blue print plans submitted with the estimates are some times very dim and also portions quite indistinct. It is, therefore ordered that before submission of estimates. Head-Draftsman of Superintending Engineer's and Executive Engineer's Office will carefully see all the blue print plant that they are complete in all respects and all the indistinct portions have been re-written in white thin ink. Failing in this respect defaulter entry will be earned by them, all longitudinal sections of canal should show bed level in red, ground level in black and full supply level in blue ink lines. Top of the bank need not be shown.17. Office Order (New Standing Order)
No T/643-W/III/2229-2237, dated 11-12-1959.Government have taken a serious view about the damages that have occurred to the Irrigation Works. It has been observed particularly in the case of Girinanda Tank in Pali Distt. that damage was caused due to an error of judgment made by the officers concerned. The masonry dam overflow section was raised earlier than the earth flank and as the tendered rates for the earth work were high, they wanted to save money by making other arrangements for construction. There was thus delay in reaching the designed height of flanks and in the man while an unexpected heavy storm brought down a big flood which caused all the damage. Under these circumstances although the loss was not due to any embezzlement of or malafide act on the part of staff, yet the responsibility had to be fixed due to an error of judgment. It is therefore, desired that irrigation officers should give more attention to irrigation structures as mishap to irrigation works, generally leads to a great loss of life and property apart from financial liabilities for their restoration. All the officers should, therefore exercise their best judgment depending upon the relevant circumstances of the case to avoid re occurrence of the similar loss in future.18. New Standing Order
No. 30A/SA/1764-76, dated 24-3-1960.It has been brought to my notice that payments of works and refund of securities are not made timely to the contractors and in some cases they are lying withheld from a long time.It is. therefore, impressed upon the superintending engineer that they should look into the cause of non payments during their inspections of Divisional Offices and see the payments are not unnecessarily withheld.Cases of non-payment of Bills for more than six months and of refund of securities beyond the due dates should be reported.19. Standing Order (New Standing Order)
No. T/26/621-624, dated 24-3-1969.In all Projects the commanded area shall be inspected by the Executive Engineers who shall incorporate the result of his inspection in the report of the project clearly stating the type of soil met with, spring levels, even or uneven nature of the country extent of its being cut up by nalas or rains, depth of soil cover over rock if it is less than a foot any where, and express his opinion in clear terms whether the area is generally fit for irrigation or not.20. Standing Order (New Standing Order)
No. T-26A/232, 1233, 1234, dated 9-6-1960.It has been observed that the abstract of cost of Irrigation Project estimates are not prepared. Sub-head-wise in the prescribed proforma.It is, hereby ordered that estimates should be submitted in the enclosed prescribed proforma.Copy of Proforma:Abstract of cost:Direct Charges:I-Works1.
-HEAD WORKSA-Preliminary.B-Land.C-Works.K-Building.L-Earth work.M-Plantation.O-Miscellaneous.P-Maintenance.Total of Head Works:2.
-MAIN CANALA-Preliminary.B-Land.C-Works.D-Regulators.E-Falls.F Cross Drainage Works.G Bridges.H-Escapes.L-Earth work.M-Plantation.O-Miscellaneous.P-Maintenance.Total of 2 Main Canal3.
-Distributaries & Minors:4.
-Water Courses:5.
-Special Tools & Plants.Total of I Works.II-Establishment.III-Ordinary T & PIV-Suspense.Total Direct charges.Indirect Charges:1. Capitalisation of abutment of land revenue.
2. Audit & Accounts charges 1% on direct charges.
Total of indirect charges:Total Cost:1. Direct Charges.
2. Indirect Charges.
Grand Total21. (New Standing Order)
No. 135A/SA/7047-889, dated 6-12-1960.I am directed to say that it has come to the notice of the Government and the Chief Engineer in course of Departmental enquiries that during Execution of Projects, major alternations in approved structural details are often made by Subordinate officers without obtaining prior written approval of the competent authority with the result that nomenclature of work tendered for and contracted with contractors is changed and claims are received for these items at exorbitant rates. The schedule of powers sanctioned by the Government contains the poers that have been delegated to different officers, but inspite of these clear limitations instances have come to light where unauthorised promises were made to the contractors for payment of extra items at untenable rates without concurrence of the authority competent to sanction such deviations.I am therefore directed to invite your attention to the limitation of powers delegated to you in the schedule of powers as also to the responsibilities prescribed in the manual of orders and to say that any lapses on the part of officers in deviating from their prescribed duties and responsibilities without sufficient justification and advance intimation to competent authority would render from liable to disciplinary action under CCA rules.I am also directed to impress upon you that the contract agreement should be very careful studied at the time of execution and vague specifications and nomencaltures should be carefully avoided. Deviation from agreed conditions of contract should not be allowed until sanction of the competent authority has been obtained and rates for new items entailed have competent approval, whenever any irregularity in the observation of prescribed rules and procedure is observed by a checking officer he should immediately bring it to the notice of his superiors.The Departmental rules also lay down that subordinate offices should be inspected by Officers placed higher above them from time to time to ensure that no irregularities take place. I am directed to say that a separate report at the close of every year about each officer working under you should be sent to this office showing as to how many inspections he was expected to do and the inspections actually done by him and whether these were properly conducted and suitable action wherever necessary was taken. Instructions contained in the Departmental manual of orders regarding correspondence with contractors should also be strictly observed.Receipt of this letter may kindly be acknowledged.22. (New Standing Order)
No. T/26A/SA/657 to 678, dated 21-3-1961.Sub:-Construction of Buildings for Irrigation Department.It is being observed that in certain cases estimates and drawings submitted to this office do not bear the signatures of the concerned Executive Engineer and in some cases old drawings are furnished which bear the out dated signatures of the Executive Engineer who is no more incharge.In case of buildings, total plinth area, estimated cost and cost per sq fts. should be indicated on the plan.While submitting estimates for construction of residential building and rest houses etc. an index plan showing the existing similar buildings in the area be also furnished. In case of rest Houses the existing PDW & Forest Rest Houses be also indicated. This will help in deciding whether the construction of the building is actually necessary or not.23. Order (New Standing Order)
No. 208-R/Khari/60/2947-62, dated 23-3-62.The question of submission of Khatonies for Zaid crop was under examination of this office. The Chief Engineer has been pleased to order that in whatever fasal the Zaid crop is first irrigated, the Khatonies should be prepared in that fasal and sent to the Revenue Authorities by the due dated fixed for that fasal.I am directed to request you to keep this in view for future guidance.24. Office Order (New Standing Order)
No. 30A/SA/4382, dated 23-6-1961.A case has come to notice in which a contract for work given on 21st Nov. 1953. and due to be finished in one year was not completed for several years and extension of time had to be given without penalty as detailed drawings of some parts of the work could not be finalised and given to the contractor. This state of affairs is very objectionable both for the contractor and for the Government and I am therefore, to request you to see that drawings and details are fully settled before a work is given out on contract and delays and extension on this account are avoided. Charges should be necessary in exceptional cases only when something un-for seen occurs.25. Circular (New Standing Order)
No. 117-HS/1474-75, dated 25-8-1961.It has been observed that staff posted at gauge sites do not possess details of the sites in question. It is essential that such gauge site must be provided with Longitudinal and cross- sections of the river indicating the position of gauge pillers. A plan of the site on 1 inch to a mile scale should also be prepared. Framed in glass and keep at site. Site should also be connected with GTS Bench Mark.Some of the gauge readers are ignorant of their duties and except recording the river gauges, at fixed hours, they have no other work to do nor they have been given instructions or training their daily work when necessary proforma to record and analyst to do the gauges have already been supplied. The must be given trial to observe surface velocity as well as imparted training to calculate the discharges for which gauge & discharge table of the site under observations should be prepared and keep at site on the basis of maximum anticipated flood heights.The gauge reader should be vigilant particularly at the times of floods to collect rain fall figures of the closely catchment stations besides his own and enter such information in the remarks column i.e. the particular floods at gauge site have come because of heavy rainfall at such and such stations on such and such days. Such records would be useful to determine the rainfall and run off relation. The gauge reader should also record duration of rains as well as intensity if it is a recording rain gauge station in the remarks column.During the rains. Assistant Engineer, Incharge Field Assistant Incharge and Section Overseer should visit the gauge site and check the work of gauge readers as many times as possible.The gauge reader or the observer must show his register to the superior officer who comes to inspect site and get his signatures.It should be the responsibility of each visiting officer to go through the gauge and pocket registers and record their views in the remarks column.26. Standing Order (New Standing Order)
No. II/C & M/40/8478-514, dated 31-8-61.Some of the important dams constructed during the first plan breached or substained heavy damages during the monsoon and the inquiry commissions appointed to investigate the reasons of breaches have pointed cut some of the defects in their execution which caused the trouble.In one of the cases black cotton soil was largely used for the construction and in some layers soil mixed with gravel fanning a pervious layer had been put. Borrow pits were dug hardly 15' away from the U/S. the although specifications clearly laid down (hat this distance should in no case be less than 100'. No attention was paid to quality of work in an attempt to hurriedly complete it with the result that the dam could not with stand the first flood.In another case proper care was not taken to connect the old earth work with the new work and adequate over lop on a flat benching which is very necessary in such cases to avoid differential settlement, was not provided. Certain instance come to light where watering and consolidation had not been uniform and was below standard and no arrangements was made for proper quality control with required equipment for carrying out necessary tests at each stage. Some of these defects were obviously due to lack of intensive supervision which is required for such works. The contractor also did not have the equipment or experience expected of them.It is therefore, enjoined upon all concerned that works would be executed with utmost care under the close supervision of officers and subordinates having requisite qualification and experiences.27. New Standing Order
No. 656, dated 19-1-1962.Sub.-Checking of Irrigation.The manual of orders of the Irrigation Department in chapter VII para 20(iii) lays down that Irrigation should be checked by the various Revenue & Engineer Officers upto a limit to be prescribed by the Government. Since there was comparatively lesser irrigation in almost all the divisions except in Ganganagar Circle, no definite percentage has so far been fixed for the checking. The irrigation in most of the Divisions has not developed to a stage where checking of a particular standard is considered essential. A statement showing the division wise checking required for Kharif and Rabi crops by the Executive Engineer, Assistant Engineers. Dy. Collector and Ziledar is being enclosed for the approval of the Government for making it applicable throughout the State. The Executive Engineers are meanwhile being requested to adhere to these limits in anticipation of Government sanction.The selection of the village which are to be checked for final check measurement will rest with the Divisional Canal Officer, but the sub-divisional officer should be encouraged to indicate localities where check measurements appear desirable, which their irrigation registers should enable them to do with considerable precision.To avoid any suspicion of perfunctory work, checks should not be made by the selecting fields here and there as they may chance to be easily seen or inspected. The whole irrigated area of a selected village, or defined portion of such village should be subjected to a complete check. When it is intended to check a portion only of a village an area with defined limits should be selected and the whole of that area brought under operation. This area may be the whole portion of a village lying on one side of a distributory or road, or the portion lying between two water courses, or irrigated from one water course as may be found convenient and advisable after inspection of the ground or village map, the aim being to select a compact block of fields of about 50 acres in extent.All checking officers in the course of their inspection tours should check as far as possible the initial entries made by the Patwanes of fields irrigated (Shudhkar) in order to ensure the prompt and correct entry of all irrigation as effected.This is very important and every officer is required to check a very much greater area during the currency of a crop than he can check measure during the short period of final measurement.Every officer should initial in ink, the Shudhkar apposite every field which he has checked in the course of "Kacha Partal".28. Standing Order (New Standing Order)
No. T/26/359-379, dated 13-2-1962.The procedure of sanctioning longitudinal sections of canals has been reviewed and it is hereby ordered that longitudinal sections of all canals of minor irrigation works i.e. costing Rs. 10.00 lacs and below each shall be approved by the concerned superintending Engineer after preparing the shajra sheets and classification of land as per standing order No. 4. Therefore, all long sections of minor irrigation taken should bear signatures of the Superintending Engineer as token of his approval. A copy of such approved long sections should be sent to this office for information of the Chief Engineer.The Longitudinal section of all channels of major and medium projects shall continue to be put up to the Chief Engineer for approval.29. Circular (New Standing Order)
No. ASSEMBLY/MISC/2277, dated 23-3-1962.Sub.-Quick Disposal of Assembly Question.It has been observed in the past that generally replies to Assembly questions do not reach this office well in time with the result that the replies are not sent to Government well in advance. Further it is also observed that while answering starred questions a supplementary note about the matter is not received at all from some of the Executive Engineers while others send a very sketchy and incomplete note which does not serve the purpose. Hence it is desired that the note should be exhaustive enough to cover all possible supplementary information that may be required or asked for Replies to the Assembly should be sent within the time prescribed. All communications pertaining to Assembly and parliamentary questions should be dealt with on 'TOP PRIORITY at all levels.30. Circular (New Standing Order)
No. 117-H/S/328-52, 358-446, dated 28-3-1962.It has been observed that demand of current meters have been received from some of the divisions for observing discharges of canals.It is felt that it is not necessary to use current meters which are expensive and delicate for observation of discharges of distributories and small canals by overseers. They should use velocity rods which can be obtained easily and in the meanwhile flat wooden floats of 2" diam, and one inch thick can be used after applying necessary corrections.In case of canals having a discharge of 500 cusecs or more discharges may also be taken by observers in the dry season. To start with this chambal and Bhakra System may be taken up first.To obtain the services of hydrology staff where such staff is not deputed, a programme of running the channels may be intimated in advance to the hydrology Assistant of this office who in turn would direct the trained staff with necessary equipments to observe the discharges of canals.31. Standing Order (New Standing Order)
No........... dated 27-3-1962.During recent inspection of works, it is observed that designs of the waste weirs are generally defective as there do not have any protective works on the down stream for dissipation of energy of falling water below the spleway in absence of these works, the strata just below the Engineer waste weir is scoured out thereby exposing the structure to greate risk.In order to avoid damage due to under mining in future provision for construction of suitable buckets be made in the estimates for all important works to be submitted to this office. In case of existing works and works under construction proposals for providing such works wherever necessary, should be prepared immediately.32. (New Standing Order)
No. 2187-62, dated 30-3-1962.Sub.-Issue of Tender Notice in the Irrigation Department.Attention is hereby invited to Government Orders Conveyed to you vide this office endt. No. 25A/SA/5931, dated 10-4-1961. The Accountant General, Rajasthan, has brought in the Notice of the undersigned (copy enclosed) that short time tender notices are generally issued by the Departmental Offices which fall short of a month even on big Projects. This result the Government in depriving of the benefits anticipated from fari comparative rates.It is. therefore, requested that proper compliance to the Government Orders referred to above should dream future and instructions to this effect may please be issued to all concerned.33. Circular (New Standing Order)
No. 117-HS/447-555, dated 29-3-1962.It is informed to all concerned that Government of Rajasthan, have agreed to the proposals of the Government of India regarding inspection of state managed rain gauges by India Meteorological Department of India.It is, therefore, desired that Irrigation Branch Officers when flouring should inspect any rain gauges they see in the course of their tour and take action to set right defects if any.A report of the raingauges stations in acted by the Officers should also be sent to his office time to time.34. Standing Order (New Standing Order)
No. T/26A/1020, dated 12-6-1962.The work of recording of rain fall and run-off and its analysis is not being done in a systematic manner with the result that there is no reliable date available for preparing Project. The run-off date assumed in the project to based invariably on the Strange's run-off series where the maximum flood discharge for projects is generally worked out by using the Dicknes formula after assuming constants for different areas.Experience has shown that these assumptions have different substantially from the actuals and this necessitates that we should collect rainfall and run -off figures in this state on systematic lines.It is, therefore, ordered that from the rain seasons of 1962 onwards the following procedure will be adopted for this purpose:-1. Gauging of Rainfall.- Number of rain gauge stations are being maintained by the irrigation and the Revenue Department. The Executive Engineers are responsible for correct collections and record of rainfall data for the stations falling in their jurisdiction. Before monsoons, each year Executive Engineers should ensure that the rain gauges are in proper order as per standard instructions and before 15th of June, these should be inspected by the concerned Assistant Engineers and a certificate should be recorded by them in the rainfall register maintained at each station, regarding the correctness of the rain gauge installations. Rainfall registers should be maintained at the rain gauge sites, office of Asstt. Engineers. Executive Engineers and Superintending Engineer. A rainfall register will also be maintained in the Office of the Chief Engineer. The rain gauge reader should be provided sufficient stationary and stamps for sending the information daily direct to the concerned quarters. As usual rainfall of 1 inch and over should be communicated by telegram. Whenever a senior officer inspects the lower office or the actual rain gauge site he should check the register & sign it as a token of his visit and give instruction if the recording is not in order. The intensity and duration of rainfall should also be given in the remarks column. It will be the responsibility of the concerned Assistant Engineer that detailed instructions of proper recording of the rainfall are given to the concerned observer and to make sure that he has correctly understood and complied accordingly.
2. Recording of inflow and overflow of existing tanks.- Ail tanks under the charge of Irrigation Department should have tank gauges and capacity charts, Gauges of all tanks having capacity more than 100 m.ft. should definitely be recorded from the coming monsoon & sent the concerned quarters in the prescribed proforma as per instructions already in force. A charge giving discharge in cusecs for various heights overflow over the weir should be prepared by concerned Assistant engineer for every tank in their charge and the gauges over the weir should be recorded every 3 hours or less as per necessity after the tank starts overflowing. Water surplussed over the waste weir should be calculated by the Assistant Engineer himself and sent all concerned latest by the end of Nov. each year. The tank gauge registers should be calculated by the Assistant Engineer himself and sent to all concerned latest by the end of Nov. each year. The tank gauge registers should be seen by the higher inspecting officers during their inspections and should be invariably signed by them.
3. River discharge gauging site. - a number of river gauge sites are being maintained by regular or construction or by the Survey & Investigations. Instructions regarding selection of sites, a actual gauging and recording have been issued from time to time from this office. It will be the responsibility of the Executive Engineer to ensure that the gauging of the rivers is being done in a regular and correct way. They should compile the data and work out the run-off in million Cft and maximum flood discharge at sites after preparing hydro-graphs. Efforts should also be made to co-relate rainfall with run-off data in various catchments and work out the constants of run-off and maximum flood discharge. The results should be communicated by the Executive Engineers direct to the Chief Engineer, Irrigation, by the end of November without fail.
The instructions should be strictly enforced and any laxity on the part of the Officers will be viewed seriously. Receipt of this order is acknowledged.35. Standing Order (New Standing Order)
No. T/26-A/1063, dated:In the Minor Irrigation Schemes live storage is at present being considered above sluice still level. It has been seen in actual practice that the full water above the sill level does not and cannot also flow in the canal (as no working head is being accounted for). It has therefore, been decided by the Chief Engineer that in future live storage should be considered above the FSL of canal where the sill level of the sluice corresponds with the bed level of the canal.36. Standing Order (New Standing Order)
No. 14, dated 22-6-1962.It has been brought to the notice of the Chief Engineer, the Officers inspecting works under their jurisdiction do not give inspection notes regularly. It is, therefore, hereby ordered that all officers should give an inspection note for every inspection carried out by them within one month of the inspection. A copy of the inspection note should so forwarded to the Subordinate officers concerned and the immediate Officer for information and necessary action.37. Standing Order (New Standing Order)
No. T/25-A/1168, dated 6-7-1962.The following procedure should be adopted for construction of new bridges by P.W.D. (B & R) on the existing irrigation channels, crossings of roads under their charge.The designing or execution of bridges or culvert shall be done by the P.W.D. (B & R) authorities according to their own standard specifications but existing bed width full supply depth and free beside of the canal below the bridge should be provided according 1o the designed longtudinal section of the canal. Before taking up the work, the design will be referred to concerned Executive Engineer, who will ensured that these dimensions are in order bed levels of canal are not altered and that the introduction of bridge/culvert does not in any case reduce the discharge capacity and the free board of the canal.2. The Executive Engineer. Irrigation will ensure that these works are completed by the P.W.D. (B & R) within the minimum period possible and that adequate arrangements to complete the work expeditiously are made before disturbing the canal P.W.D. (B & R) will also make arrangements for diversion of canal if needed so that irrigation is not effected and that no damage is caused to the adjacent fields, properties and canal etc.
3. After all the pre-requisite are completed. The Executive Engineer or the Assistant Engineer of the Irrigation Departmental shall inspect these arrangements and written authority shall be given by him to P.W.D. (B & R) to disturbs the canal and to complete the bridge within the period to be stipulated therein.
38. Office Order (New Standing Order)
No. XII/62/5933-5976, dated 27-7-1962.It has come to the notice of the Chief Engineer, that reports on petitions and other references are grately delayed if they are routed through proper channel.Normally such reports originate from the overseer or the Assistant Engineer and it will be expeditious if a copy of the reference made for obtaining a report is sent to the Assistant Engineer concerned with a spare copy for the overseer, for furnishing a report. The Assistant Engineer will prepare a report and send a copy direct to the Chief Engineer with another copy through proper channel. The report obtained from the Asstt. Engineer will be examined by the Chief Engineer and unless it requires some further confirmation, necessary action on the same would be taken. The Executive Engineer and Superintending Engineer should forward the report of the Assistant Engineer with their comments without any delay.Necessary action in accordance with the above may kindly be taken.39. Standing Order
Sub.-Monthly progress of expenditure on the works of Third five year plan.It has come to my notice that the above mentioned Monthly progress Report of expenditure is generally sent to this office in time which results in delay in submission of consolidated report to the Government and a number of other returns are also delayed on this account. The Government have already fixed the date for submission of consolidated monthly progress report by this office as 30th of the following month.It is hereby ordered that in future the above mentioned report should reach this office by 15th of the following month without fail. The Divisional Accountant will be held responsible for any delay in submission of these reports. In the case of the Executive Engineer being on tour the Divisional Accountant should sign the report on behalf of Executive Engineer and send it on the due date.40. Standing Order
It has come to the notice of the Chief Engineer that the girdawari done by the Irrigation Revenue staff is sometimes subject to dispute which a later date cannot be properly decided. It is, therefore hereby, ordered that the irrigation Patwari should notify a programme of measurement to the Sarpanch of the village with the request that he should also be present when the girdawari is in progress. Such intimation shall be sent along with similar information to the Revenue Patwari and efforts should be made to obtain their association in the Girdawari working.41. Standing Order
No. T/26/20/4. dated 28-9-1962.It appears that the budget is not being regularly reviewed by the Superintending Engineers with respect to the expenditure incurred. The recent scrutiny by the Personal Asstt. reveals that no expenditure has been incurred on some of the items which are being carried forward even for the last two years. It is enjoined upon all the Superintending Engineers that they should hold periodical meetings (preferably every quarter) with their Executive Engineers to review the progress made with respect to each item of the budget, and if there be any bottleneck, immediate steps be taken to remove them. The Superintending Engineers should see to it personally that the works provided in the budget are started as early as possible and well regulated expenditure thereon is incurred and the rushing of the work during the last quarter of the year is avoided.Similar reviews of the budget of their Divisions should be done by the Executive Engineers with their Assistant Engineers and Subordinates almost once in every two months and take immediate steps to speed up the progress of the works.42. Standing Order
No. 30A/SA/9087, dated 11-9-62.Sub.-Time limit regarding transmission of replies of the Inspection Reports and Audit para to the Accountant General.In the P.A.C. meeting held on the 20th August, 1962 it was felt that the Inspection Reports and Audit Paras are not promptly and expeditiously dealt with, with the result that the replies remained pending for a long time and reached the Accountant General. Rajasthan a very late. In order to ensure the expeditious disposal of the inspection Reports and Audit Paras the following time limit is fixed for the disposal and transmission of replies of the Inspection Report and Audit Paras:-The Inspection reports should invariably be replied by the Divisional officer within a period of one month from the date of receipt and thereafter it should be sent to the Superintending Engineer concerned for his comments on receipt of the compliance report of the Inspection Report from the Divisional Officer, the Superintending Engineer concerned should go through it and having dealing with it. he should pass it on to the Accountant General. Rajasthan, Jaipur within a month at the latest, positively.Similarly, the audit paras should also be dealt with and reply in the manner as stated above be sent to the Accountant General, Rajasthan and the undersigned as the case may be.On receipt of reply of the Audit para the Office of the undersigned will take 25 days in disposing of and sending report to the Accountant General, Rajasthan Jaipur.It is enjoined upon all concerned to follow the obey procedure carefully.43. Standing Order
No. 30A/SA/9387, dated 27-9-1962.Sub.-Time Limit for the submission of Tenders.It has been observed that the tenders after receipt on the prescribed date, remain pending for long time in the divisional and Circle Offices and are received in Chief Engineers Office just a few days before the expiry of the period of 4 months of their validity. In cases when the tenders are passed on to Government for acceptance, enough time is not left for the secreteriate for scrutiny and conveying Government orders. Meanwhile validity period of senders expires and contractors generally back out to take up the works resulting in repeatedly recalling of tenders. In this Government money and the time is unnecessarily wasted and the Accountant General, Rajasthan, Jaipur has prepared draft paras on this point.In order to ensure speedy disposal of tenders the following time limit is fixed which should be strictly adhered to.After having received the tenders by the Divisional Officers on the appointed day these will invariably be forwarded to the Superintending Engineer concerned duly recommended by the Divisional Officer within a fortnight or sanction them if they are within his powers to sanction during the same period. The Superintending Engineer after considering over the recommendations of the Divisional Officers wilol forward the teners to the undersigned, with his recommendations, within a period not exceeding another fortnight. If however, a reference is to be made to the Executive Engineer for some clarification he should forward the tender to this office within a month. If the tenders are within his competence, they may be sanctioned within a month.The Officer of the undersigned will likewise take a maximum period of one month in forwarding the tenders to the Government or in disposing off them as the case may be. It may however, be ensured that tenders are called for the works, estimate of which have been technically sanctioned or finalised by this office for technical section.44. Standing Order
No. F-72A/SA/9575, dated 10-10-1962.Sub.-Monthly Return for expenditure figure.At present the following three returns for monthly expenditure are being received from your office:-1. Monthly progress report of works expenditure.
2. Returns of Control Assistance.
3. Statement of Reconciliation figures.
These should be discontinued. In future, the monthly return of expenditure should be sent in the proforma attached herewith,, on basis of monthly accounts, as the same figure will be recorded in this office register for reconciliation purpose with the A.G. Office and for furnishing the various statements of expenditure to Government . The return should reach this office positively on or before 15th of each of the following month, as standing order issued, vide this office latter No. T-2/6/1607. dated 11-9-1962.The Divisional Offices should send the figures of all the concerning heads of accounts under head 199-Capital Outlay etc. and 43 Irrig. N.E. & D. Works workwise information should be given for each work as is being done presently. The expenditure through accounts should come on basis of monthly account and the figures of establishment should be provided as booked in the offices subject to change while reconciling the same in the Office of the Accountant General, Rajasthan, Jaipur.Proforma| S.No. | Particulars | Budget allotment | Expenditure during the year | Excess & Saving of Col. 3 & 6 | Remarks, if any | ||
| Upto last month of the current year | During the month under report | Progressive total of the current year | |||||
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
| 42-MULTIPURPOSE RIVERSCHEMES (BHAKRANANGAL PROJECT) | |||||||
| (a) Extension & Improv. | |||||||
| (b) M & R | |||||||
| (c) ESTABLISHMENT | |||||||
| (i) Through Accounts. | |||||||
| (ii) Through Treasury. | |||||||
| Total spl. Estt. Rs. | |||||||
| (iii)Other Establishment. | |||||||
| Through Accounts. | |||||||
| Through Treasury. | |||||||
| Total other Estt. | |||||||
| (d) T & P | |||||||
| (e)Suspense | |||||||
| Debit | |||||||
| Credit | |||||||
| Net | |||||||
| Total | |||||||
| D/d R. & R.---------- | |||||||
| Grand total "42"---------- | |||||||
| 43-IRRIG N.E. & D. WORKS (COMMERCIAL) | |||||||
| (NAME OFWORK) | |||||||
| (a) E. & I. | |||||||
| (b) M. & R. (i) Contributionpayable to Punjab Government. | |||||||
| (ii) OtherExpenditure incurred in Rajasthan. | |||||||
| (c)Establishment | |||||||
| Through accounts. | |||||||
| Through Treasury. | |||||||
| Total Estt. | |||||||
| Grant Total Rs.--------- | |||||||
| 44-IRRIGATION N. E. & D. WORKS | |||||||
| (a) E. & I. | |||||||
| (b) M. & R. | |||||||
| (c) Estt. Contg. | |||||||
| (d) Suspense. | |||||||
| Dabit. | |||||||
| Credit | |||||||
| Net. | |||||||
| G. Total | |||||||
| 44-CHARGES ON IRR1G. (COMBINED) | |||||||
| ESTT. T &P. | |||||||
| (a) Estt. Contg. | |||||||
| (b) T & P. | |||||||
| 44-IRRIC.ATION N.E. & d. WORKS | |||||||
| Irrigation works (i) works. | |||||||
| (ii) Misc. (Plan exp.) | |||||||
| (a) Estt.. Contg. | |||||||
| (b) T & P | |||||||
| (c) Other charges:- | |||||||
| Suspense: | |||||||
| Debit. | |||||||
| Credit. | |||||||
| Net------- | |||||||
| Total:- Rs.------- | |||||||
| Add. Exp. Through Treasury Rs. | |||||||
| Grant total 2-Misc. | |||||||
| 98-CAPITAL OUTLAY ON MULTIPURPOSERIVER SCHEMES, BHAKRANANGAL PROJECT. | |||||||
| (a) Works. | |||||||
| (b) Establishment. | |||||||
| (c) Tools & Plants. | |||||||
| (d) Suspense (Net). | |||||||
| Total Rs. | |||||||
| D/D. R.& R. | |||||||
| G. Total Rs. | |||||||
| Chambal Project: | |||||||
| 1. Productive Irrig. Branch Portion: untill Kota Barrage. | |||||||
| (a) Works. | |||||||
| (b) Estt. | |||||||
| (c) T. & P. | |||||||
| (d) Suspense | |||||||
| (e) Int. On. capital a/c. | |||||||
| (f) D/d. R. & R. | |||||||
| Total 1Kota Barrage. | |||||||
| Unit2-Canals in Rajasthan | |||||||
| (2) (i) in Left canal. | |||||||
| (a) Works. | |||||||
| (b) Estt. | |||||||
| (c) T. & P. | |||||||
| (d) Suspense. | |||||||
| (e) Int. On. capital a/c. | |||||||
| (f) D/D. R. & R. | |||||||
| TOTAL LEFTCANAL | |||||||
| 2. (ii) Right Canal. | |||||||
| (a) Works. | |||||||
| (b) Estt. | |||||||
| (c) T. & P. | |||||||
| (d) Suspense | |||||||
| (e) Int. On. capital a/c. | |||||||
| (f) D/d. R. & R. | |||||||
| Total1-Irrig. Branch Portion. | |||||||
| 99-CAPITAL OUTLAY ON IRRIGATIONN.E. & D. WORKS(COMMERCIAL) | |||||||
| (PLAN EXP.) | |||||||
| 1. Name of work. | |||||||
| (a) Works. | |||||||
| (b) Establishment. | |||||||
| Through Accounts. | |||||||
| Through Treasury. | |||||||
| Total Estt. | |||||||
| (c) T&P. | |||||||
| (d) Suspense. | |||||||
| Debit. | |||||||
| Credit. | |||||||
| Net. | |||||||
| Total:- | |||||||
| D/d. R & R | |||||||
| G. Total | |||||||
| 2. | |||||||
| 3. | |||||||
| 4. MINOR IRRIGATION WORKS (PLAN EXP.)(DETAILS OF EACHWORK SHOULD BE GIVEN) | |||||||
| 5. E & I (Non-Plan) | |||||||
| 6. Flood Control Works (Plan Exp.) |
45. Standing Order
No. T/26/2193, dated 24-10-62.The correspondence received from the Subordinate Offices often indicates lack or clear understanding of various rules, Government Orders and circulars.This off hand disposal on the part of the subordinates offices does not reflect well. Ignorance of the latest rules on the subject will be looked up with disfavour and will make the official concerned liable for disciplinary action.46. Standing Order
No. 80-A/SA/21146, dated 7-11-62.A case has come to my notice that earnest money for a work was accepted by a Circle Office in the form of cheque which could not be encashed. The acceptance of earnest money by cheque is not permissible under the financial rules and should not have been accepted. It is again emphasised that earnest money should be accepted only in any of the following manner:1. Cash through treasury challan or Bank receipt.
2. Treasury Savings deposits certificates and National Plan Certificates.
3. Post Office Cash Certificates.
4. Fixed deposit receipt of any scheduled bank.
47. Standing Order
No. 30A/SA/12443, dated 7-11-1962.Sub.-Termination of Contract & Letting out it to the Same Contractor.A case has come to the notice of the Chief Eng. Jrri. Jaipur that a contractor transportation of Government articles in a division expired on a date but after the expiry of the contract period, the contract was continued in the name of the same firm on the same terms and conditions. This procedure was irregular which created complications and was exposed to criticism by other firms.As a matter of fact fresh tenders should have been called for the work as soon as the contract was over in order to avoid the repetition of such occurances. it is enjoined upon all concerned to call for fresh quotations tender for the further work if necessary.48. Standing Order
No. 44-SA/Recon/12595, dated 26-11-1962.Sub.-Monthly Return for Expenditure Figures.In continuation of this office standing order No. 44 issued vide this office No. F/72A/SA/9575, dated 10-10-1962, it is hereby ordered that the expenditure under head "32-Misc" Social & Development Organisation C. Misc. (3) Social Welfare Development schemes for schedule tribes in schedule acres v) Irrigation (Plan expenditure) should also be sent along with the monthly progress report by the concerning Divisional Office, showing the details of each works.49. Standing Order
No. T/26-A/2522, dated 8-12-1962.Sub.-Performance of Irrigation Projects.A number of Irrigation Projects have been completed in First, Second and Third Five Year Plans but actual Irrigation in most of them is less than the targets. The water stored in either not being fully utilised or the use of water is not so efficient as it should have been, with the result that in the almost all the project the duty of 10 acres per mcft. is not being achieved, in certain project harif irrigation, i.e. ......... done in the command which utilises more quantity of water.it is, therefore, necessary that performance register of every projects having more than one thousand acres by flow irrig. in the enclosed proforma is maintained in the offices of the Assistant Engineers Executive Engineers and the Superintending Engineer to watch the progressive utilisation. The Executive Engineers will send the figures of Rabi and Kharif Irrigation for the proceeding year in the prescribed proforma for flow irrigation like Chambal, Bhakra, garwan, Kalishindh etc. in which no storage is involved will be a little different a copy of which is also enclosed.Performance of Irrigation During.......| S. No. | Name of project | Live storage Capacity (Designed) Mcft. | Estt. Annual Irrig. Acres. | Kharif Acres. | Assessment Kharif (Rs.) |
| 1 | 2 | 3 | 4 | 5 | 6 |
| Live storage before rains of (Mcft) | Live storage in Kharif before rains of (Mcft) | Live storage after rain of (Mcft) | Live storage before start of Rabi Irrig. of(Mcft) | Live storage lost in evaporation or used inKharif after rains (col. 9-10) (Mcft) |
| 7 | 8 | 9 | 10 | 11 |
| Rabi Irrig. (Acres) | Rabi Assessment (Rs.) | Total assessment (Col. 6+13) | Other income if any (Rs.) | Total income (col. 15+6) (Rs.) |
| 12 | 13 | 14 | 15 | 16 |
| Total income (col. 15+6) (Rs.) | Live storage after Rabi (Mcft | Live storage used in Rabi (Col. 10+18) (Mcft) | Duty in Rabi in acres per (Mcft) col. 12, col. 19 | Remarks |
| 17 | 18 | 19 | 20 | 21 |
| S. No. | Name of project | Estt. Annual Irrig. Acres. | Kharif Acres. | Assessment Kharif (Rs.) | Rabi Irrig. Acres |
| 1 | 2 | 3 | 4 | 5 | 6 |
| Rabi Assessment (Rs.) | Total Irrig. (Col. 4+6) | Total Assessment (Col. 5+7) (Rs.) | Other income if any, (Rs.) | Total income (Col. 9+10) (Rs.) | Remarks |
| 7 | 8 | 9 | 10 | 11 | 12 |
50. Standing Orders
No. 208-R/G/C2/2159-92, dated 18-3-1963.It has been decided that the Sarpanch or the Panch of the area should be associated with the work of final Girdawari done by the Irrigation Department.It is, therefore, hereby ordered that henceforth the programme of the measurements may be initimated to the Sarpanch or the Panch of the area with a request to him to be present at the time of measurements, if he so wishes. His signature may also be obtained on measurement by our Patwari if he is present or remarks given if he is absent.51. Standing Orders
No. T/26-A/628, dated 5-4-1963.Instances have come to my notice where the Executive Engineers have sanctioned and taken up works of extension and improvement nature out of the maintenance and repairs grant, resulting in overspending in the maintenance grant and savings in the extension and improvement grant, which is not desirable. In the interest of proper utilisation of maintenance and repairs grant, it is hereby ordered that this practice should stop immediately. A programme of works of Extension and Improvement should be drawn at the beginning of the final year and the estimate under the extension and improvement grant should be prepared and got sanctioned well in advance so that the funds provided under this head are full utilised.52. Standing Orders
No. 740, dated 17-4-1963.It has been observed that regular procedure prescribed for dealing with papers as not being followed in some of the Irrigation Division and Circle Offices, with the result that no check on the movement of the papers received in the offices can be exercised. Many of the important cases therefore, get badly delayed.It is, hereby, ordered that procedure prescribed in "A HAND BOOK OF OFFICE PROCEDURE FOR DEPARTMENTS (excluding Collectories) and Offices subordinate thereto" issued by the O & M Section of the Government should be strictly followed in each offices.53. Standing Orders
No. T/26-A/1308, dated 11-6-1963.Sub.-Level Crossing Gates Over Canals.A copy of letter No. 213T/4 (TAG), dated 2-5-63 from the General Manager (Optg), Northern Railway, addressed to the Chief Engineer, Irrigation, is sent herewith for necessary compliance.Copy of letter No. 213-T/E/TAG, dated 2-5-63 from the General Manager, Northern Railway, Baroda House, New Delhi to Chief Engineer, Irrig. Raj., Jaipur.Sub.-Level Crossing Gates Over Canals.It has been noticed that level crossing gates on canal inspection roads remain mostly open to road traffic. This is likely to lead to serious accidents.In order to avoid such incidents, it is requested that strict instructions be issued to your subordinate officers to see that level crossing gates on canal inspection roads are invariably kept closed and locked except when required, for departmental use.It will be appreciated if a copy of the instructions issued in this connection is endorsed to this office for record.54. Standing Order
No. 304/SA/3902, dated 4-6-1963.Sub.-Check Measurements by Assistant Engineers and Executive Engineers.Vide para 19 Section III of Chapter III of Manual of Orders (Irrigation Branch) Percentages of check by Asstt. Engineers and Executive Engineer have been mentioned whether it is for each month of each work or for the period of a particular work remains in progress.The following procedure is hereby ordered regarding this:-The Assistant Engineer is responsible for all measurements taken in his sub-division. Final measurement of works costing less than 500/- will be checked by the Assistant Engineer to an extent of not less them 25% of the cost of work. Generally all final measurements for works costing more than Rs. 500/- will be checked by Assistant Engineer himself. Those of completed items of works may be taken at any stage of the work. Measurements of item such as excavation of the foundations, foundation concrete footings or of and other work that lies below ground level or is likely to be covered up subsequently must invariably be taken by the Assistant Engineer and accepted as final by the contractor, before the work is covered.Final measurements not taken by the Assistant Engineer must be checked by him at the earliest opportunity and to ensure this, the Subordinate, who records measurements as final, will, when submitting them for payment, enter the words intended to be final in the remarks column in the measurement book against such measurements.In the ease of running bills, the Assistant Engineer will use this discretion as regards check, but he must personally take or check the measurements of at least every fourth running bill.55. Standing Order
No. XV/Misc/30/5981, dated 18-6-1963.It has been observed that Officers stationed outside come to Jaipur for discussing their cases with the Chief Engineer or the Addl. Chief Engineer without seeking prior permission for the same. This results in wastage of time of the concerned officer at a number of times when the Chief Engineer, is not free to devote any time for such discussions. It is therefore, enjoined upon all the Officers that they should seek prior permission and time for such discussions with the Chief Engineer or the Addl. Chief Engineer, in future.56. Standing Order
No. T.313/1496, dated 27-6-1963.Sub.-Proper planning Investigation and preparation of project Reports.An extract from the Memorandum of the Planning Commission regarding reduction in cost of Projects is reproduced below for guidance and compliance:-A project should normally be started after proper Planning Investigations, and preparation of a detailed Project report, have been carried out. The time, labour and money spent on these will be amply repaid in the more economical and expeditious completion of the project report and its satisfactory operation and maintenance later. It will also avoid set backs in the time schedules and considerably minimize, if not eliminate, in possibilities of radical departures during the course of construction in design and scope of the project and large excesses over estimates as a result of these departures or otherwise, and thus prevent any serious upset in the economics of the project. This condition may, however, have to be largely relaxeds in certain emergency projects or in projects where major decisions have been reached and a certain initial or experimental expenditure work be justified in order to avoid costly delays involved in postponing all actions, untill the last details is settled.57. Standing Order
No. T/313/1494, dated 27-6-63.Sub.-Phasing of Irrigation Project. In Preparation of Project Reports.An extract of the Memorandum on Reduction in cost of Major construction projects, by the Planning Commission regarding need for correct phasing of irrigation, is reproduced for guidance and compliance.The correct phasing of projects is one of the many factors which will effect costs and time schedule. Each project will have its own special problems but proper phasing will not only out costs but also make it possible to secure increasing returns each before the whole of the project is completed. It will also safe guard against unnecessary Locking up of capital on items of work in advance of actual need, for instance, there will be no sense in carrying with the completion of a dam for irrigation when the canal system will not be ready until a few years later.The phasing of irrigation project should be done in all spheres of construction activity like construction schedule for various components, annual financial and physical targets procurements of materials and equipments etc. and the possible efforts should be made to follow these schedules.58. Standing Order
No. T/313/1495, dated 27-6-1963.Sub.-Completion Reports and Technical Bulletine.An extract from the memorandum from the Planning Commission is reproduced below for guidance. Detailed completion reports on the lines indicated therein may be prepared for all the medium and major projects, so that these may be preserved as an authentic records for reference in future.In order to have complete and connected record of the programme and problems of a project and the manner they have been handled, it is most important that a comprehensive completion report is prepared which, apart from giving the history of the project, financial estimates etc. should deal exhaustively with (if necessary, in separate columns) all aspects of construction, planning construction plants, constructions lay out, time schedules, details of execution designs and departures there from difficulties encountered and how resolved, factors leading to increase or reductions in costs and above all, critical analysis of innovations introduced, mistakes made, calculated risks taken and proposed guides for the future.Also technical papers should be prepared dealing each distinctive technical aspect of the project.The preparation of the completion reports and technical bulletins should be undertaken while the works are in progress and special staff appointed as necessary to assist the field staff in their preparations otherwise, this most important work may never be accomplished and the benefits of knowledge and experience gained on the project may be lost to posterity and the same mistakes may be repeated in the next project It is desirable that completion reports and the technical papers on important projects are painted in sufficient numbers and copies made widely available. The labour and cost involved in the preparation and printing of these publications will be fully justified.59. Standing Order
Sub.-Basis of adopting annual run-off in storage Projects.In this department Storage's Tables are invariably used for assessing the yield from a catchment area. They are, however, not being correctly used. The storages tables are based on the monsoon rainfall and not on the annual rainfall of a catchment. The Depts. used this figures of near annual rainfall instead of the mean monsoon rainfall, which results in over estimation of yield the monsoon rainfall being less the annual rainfall.Preliminary studies computing runoff in reservoir have been conducted in the hydrology Section of this office and it is observed that the winter rainfall verified from 5% to 13% of the mean annual rainfall. It is proposed to carry out such studies for a number of other catchment and prepare mean isohytel charts for monsoon rainfall. Till then mean monsoon rainfall figure should be adopted tentatively by reducing the mean annual rainfall by 10% for computing yield from Storage's Tables.60. Standing Order
Dated 13-11-1963.It has been brought to the notice of the undersigned that in most of the service books/rolls the entry of services have not been verified for the period prior to and after 1-4-1950. The date of birth and qualifications shown on the 1st page of the service books/rolls have not also been got verified from any authentic document and entries in token of having verified them are not made under the dated signature of the drawing officer. This is in contravention to the provision of articles 66 and 67 of G.F. & A. Rules.It is enjoined upon all concerned to strictly adhere to these instruction and to rectify the defects and arrange to keep the service books/rolls complete in all respect in future.61. Standing Order
No. 394 Estt/8158-59, dated 22-11-1963.It has been observed that embezzlement cases are not receiving the attention which they deserve. Government attaches great importance to the cases of this nature thereby requiring prompt disposal at all levels. Contrary to this, it has been noted that information called for in such cases is delayed abnormally covering a period of months.This type of negligence in such important cases involving Government loss does not reflect well on the Department and more specially on the Head Office which has to deal with the Government. In order to effect expeditious disposal and to achieve immediate result in such cases, the Commissioner Departmental Enquiries, Jaipur has already been declared as Head of the Department by the Government in respect of all cases involving embezzlement of Government amount/property for more than Rs. 50/- vide Government letter No. F. 19(12) Apptts (A)/5/59 Group III dated 25th Oct. 1951 endorsed by this office to all the subordinate offices vide No. 394-Estt/255-69 dated 8-1-1962.It is, therefore, enjoined upon all concerned that prompt disposal of such cases should be ensured at all levels. The information called for should be furnished within a period of a week at the latest and in rare cases requiring collection of the requisite information from more than one source not beyond a period of a fortnight be taken. In the later case, interim reply should be sent immediately indicating clear reasons.In the cases involving embezzlement of Government money/ property for more than Rs. 50/-information may be supplied directly to the Commissioner, Departmental Enquiries, Jaipur in order to avoid delay with a copy to this office.It is further, emphasised upon all concerned that any violation of these instructions would be viewed seriously and may be followed by taking disciplinary action.Copy of standing order No. T/26/537, dated 21-2-1964 from the Chief Engineer, Irrigation, Rajasthan, Jaipur.Sub.-Standing Orders.Standing order issued vide this office letter No. T/313/1494, dated 27-6-63 and No. T/313/1495, dated 27-6-63 regarding (i) Phasing of Irrigation Projects and (ii) Completion reports and technical bulletines, may kindly be numbered as Standing order No. 58 and 59 respectively.62. Standing Order
No. 30A/SA/595, dated 30-1-1964.It has generally been observed that time barred arrear salary claims and T.A. claims received from the Circle offices and Divisional Offices for conveying sanction of the Chief Engineer and Government are not handled properly by the Subordinate offices resulting in loss of enclosures by way of misplacement, detachment or tearing of bills in pieces. These are vouchers which are important from every point of view and are categorised under the category of 'Lasting' Documents.It is, therefore, enjoined upon all subordinate offices that such cases should be handled in a careful manner and forwarded to other offices properly tagged with file cover in future.63. Standing Order
No. 43M/SA/937, dated 17-2-1964.It has been brought to my notice that payment of wages to the work charged employees is not being made as per provision of the payment of Wages Act, 1936 which provides payment to the labour within days of next calender month. Regular payment or wages to the work charged employees is one of the most important duty of the Assistant Engineer and any lapse in this regard will be viewed seriously. Necessary powers for payment to work charged staff have already been delegated vide this office No. 43M/SA/795, dated 18-12-63 (copy enclosed for ready reference). The overseers of the sections should send the pay and muster rolls through a special messenger to the sub-divisional headquarter on the next day or closer of the month and ensure timely payment to the labour.Copy of Chief Engineer, Irrig. Raj., Jaipur office Order No. 43M/SA/1951 dated the 18th Dec. 63 to all concerned-In continuation of this office Order No 43M/SA/704-707, dated 18-2-59 the Assistant Engineer Incharge of the Sub-Division of this Department are hereby authorised to pass the T.A. bills and pay bills of the work charged staff working under them to avoid the difficulty of the staff.64. Standing Order
No. F. 29/VII/CP, dated 18-4-1964.It has been observed that number of time barred claims requiring sanction for entertainment in pre-audit is increasing day by day. The position becomes all the mere poignant when such cases are forwarded incomplete without any regard to the relevant rules. In the later case, long time as taken to get the cases completed involving avoidable correspondence and labour even after their becoming time barred.Such a state of affairs does not reflect well on the department and specially on those who are responsible for dragging them to the stage of being time barred and thereafter dealing with them without any regard to the relevant rules.In order to improve things and infuse efficiency in this direction, it appears necessary that persons responsible for delaying these cases and subsequently disregarding relevant rules should be made to realise the negligence on their part. It is therefore, enjoined upon all that such cases should be submitted to this office only after due check and complete in all respect. Secondly, request for sanction for their entertainment in pre-audit should be also accompany a report fixing responsibility on an individual or individuals involving negligence or disregard of rules.65. Standing Order
No. IV/C/2/3241, dated 26-3-1964.Inspite of Government instructions regarding use of service stamps of higher denominations on Government mail, it has been observed that stamps of small denominations are being frequently used where stamps of higher denominations should be used.It is. therefore, enjoined upon all concerned that in future Government instructions on the subject are adhered to strictly and any non-compliance in this regard will be viewed seriously. To ensure proper implementation of Government instructions adequate number of postage stamps of all denominations should be kept in stock by offices concerned.66. Standing Order
No. 9-A/SA/3046, dated 9-4-1964.It has been brought to the notice of the Government that large number of officers holding permanent advance are not strictly following the prescribed procedure contained in the rule 244 (VIII) of G.F. & A.R. to send and acknowledgment of permanent advance outstand in their names as on the 31st March yearly to the Accountant General. The Finance Department vide circular No. 13(1) F.W.M/64, dated 24-2-1964 desires the Head of Department to ensure that the provisions of the rules are followed strictly by the Officers under them. The copies of above circular have already been sent to all the offices of this department to follow the instructions strictly and to have a watch over this, a register has been opened in the Head Office in the following proforma:| S. No. | Amount of Permanent | No. and Date of sanction | Year | 1964 | 1966 | 1967 |
| Acknowledgment sent to the AG. Raj. Jaipur videNo. and date. |
67. Standing Order
No. VI/Insp/Note/Gen/64/4338. dated 21-4-1964.It has been observed that the inspection notes submitted to this office by the Superintending Engineers are not exhaustive nor sent in time due to which useful purpose of inspection and inspection reports is not served. It is therefore, enjoined upon all the Superintending Engineer that their inspection notes should be more exhaustive covering all the important aspects of the work inspected by them. Due emphasis has to be given on the aspect of development of irrigation. It has also to be ensured that the inspection notes are submitted to this office within a fortnight positively after the date of inspection.This practice has to be followed at all levels.68. Standing Order
No. 4177. dated 12-6-1964.Sub.-Disposal of Complaints against staff.A number of cases have come to my notice where in abnormal delay have been observed in disposal of complaints received from the public direct or through the Anti-Corruption Department. In one particular case one Superintending Engineer took more than 2 years in enquiring and sending the report of the complaint to this office. This is highly undesirable as the deficiency pointed-out in the complaints docs not get a chance of rectification.A reference is also invited to Government circular No. F. 21 GA/Gr. 11/64. dated 30th April, 1964 vide which Government has already taken a serious note of abnormal delays at every level in attending to the public grievances and complaints and elaborate machinery for this purpose has been created.It is, hereby, ordered that the cases of complaints and grievances of Public against the conduct of Government servants should be promptly dealt in every office and such cases should take more than a week, in disposal after the receipt of the case in a particular office. These orders should be strictly complied. The Superintending Engineers will report cases of delays to this office.69. Standing Order
In order to ensure expeditious disposal of Draft paras, the Government in the Finance Department issued a joint Executive and Accounts procedure vide letter No. 7879/T-14(139)F()/55, dated 10- 10 1956 according to which Governments acceptance to the facts stated in the paras should be communicated to the office of the Accountant General, within a period of 8 weeks. But it has been observed that inspite of repeated reminders the fact and reports on the paras are not authorised this office to Government. As a result of this even very ordinary irregularities which can be finally decided by correspondence are included in the audit reports.It is therefore, enjoined upon all the subordinate officers that a period of three weeks is fixed for furnishing the detailed reports on the draft paras from the date of receipt of communications from the Accountant General or from this office and reply should reach this office within aforesaid period positively. Non-compliance of these orders will be considered as disobedience and will be dealt with accordingly.70. Standing Order
No. 438/Esst/6190, dated 12-8-1964.Formal orders of reposting a Government servant on return after expiry of leave are required to be issued by the competent authority to enable the Accountant General, Rajasthan, Jaipur to issue duty payslip in favour of the Government servant. To have uniformity in the issue of such reposting orders, a specimen order form is produced below which should be used for this purpose.In pursuance of Finance Department Order No. F. 1(23)/FD/(ER)/63, dated 21-10-1960 Shri......... (Name of the Government servant along with designation of the post held) on return from leave sanctioned vide this office order No...............dated...........is hereby reposted as.........(Name of the post) on the post which he held proceeding on leave.71. Standing Order
No. 340-E/CP/4441, dated 22-9-1964.It has been observed on the perusal of the charge reports that neither the purpose of handing over/taking over the charge is mentioned nor the reference of order according to which the charge was taken is shown. The signatures of the relieved and relieving officers are often illegible and their names in capital letters below their signatures are not given. Sometime the charge reports are even received unsigned.The absence of the above information in the charge reports is difficult for this office to make entries in the incumbancy register. It is enjoined upon all concerned that the charge reports are sent to this office in duplicate complete in all respect.72. Standing Order
No. 30A/SA/1179-842. dated 31-12-1964.Register for watching the progress of outstanding audit objections as prescribed by the F.D. circular No. F. (59)(ii) F. (A & A) 54. dated Feb. 58 which was not so far maintained may now immediately be introduced This register should be reviewed by the Accountant at least once a month and he should record a certificate in the register to this effect. Each and every entry should be initiated by him.The concerned dealing Assistants should attend to all the audit objections/inspection reports and paras received from the Accountant General, Rajasthan, Jaipur promptly and should put up all such letters within 3 days from the date of receipt to the divisional accountant who in his turn would take the appropriate step for early disposal, within a week at the latest.Some target date should be fixed for each head of the offices subordinate to your department for disposal of audit objection/Inspection report/and paras failing which some disciplinary action should be taken by you against the defaulters. The Divisional Accountant should submit quarterly reports for each such delinquent subordinate officer to the Head office and then to the Head of the Department if necessary for suitable action. The Head Office may record appropriate remarks in the C.R. of the concerned officers in cases where the officers have become habitual with regard to committing such irregularities or inattentiveness on their part.Separate register to watch the progress of audit objections/inspection reports/paras should be opened for each of the subordinate officers in the Head Office. Instructions should also be issued to all subordinate officers to open such register in their office, and the same should be reviewed by the concerned heads of offices at least once a month with a view to watch proper and expeditious compliance. In token of this review they should record a relevant certificate in the concerned register.Each and every case of the recovery should be reviewed by the Divisional Accountant and action to recover the amount should be taken without delay.Monthly progress report showing the position of outstanding inspection report/audit objections should be sent to the Accounts Officer, Irrigation Department, Rajasthan, Jaipur before the 1st of the following months.At the end of each month the Divisional Accountant should submit a specific report regarding outstanding audit objections inspection reports/para to the head of the DepartmentControlling Officers should arrange to compare the figures intimated by the subordinate officers with these intimated by the Accountant General in his quarterly statement and the difference, if any, should be got reconciled with the Accountant General's office by deputing some assistant and confirmation of the correct figures obtained from the Accountant General and intimated to the Accountant Officer of the Department for his information.The controlling officers and internal check parties should get the outstanding objections/reports/paras as far as possible settled in their presence when they visit any subordinate officers.One of the Gazetted Officers in the Accountants Branch the Department most preferably the Executive Engineer attached in division should be made exclusively responsible for early disposal of outstanding audit objection and inspection reports.Prompt replies to the references made by the subordinate officers in connection with the audit objections should be ensured by the department.Periodical meeting should also be arranged with the subordinate officers at head quarters of outstanding objections, inspection reports and paras and progress of their clearance should be watched. Accounts Officers should address the meeting and bring the position of outstanding inspection reports and paras to the notice of all concerned officers and suggest measures to settle outstanding audit objections/inspection reports paras.Instructions should also be issued to all the drawing Officers to see that the bills drawn by t hem are complete in all respects to that there may be least possible chance of objections from the Accountant General, Raj, Jaipur.73. Standing Order
No. 35A/Bud/503. dated 7-1-1965.The Accountant General has brought to the notice of the State Government and this office, the cases of delay and irregularities detected during the year 1962-63 in the Divisional Officer of this Department. To avoid such irregularities, the following instructions are issued which should be followed strictly:1. With the monthly accounts which are rendered to the Accountant General by the Divisional Offices, the relevant vouchers should be appended. The stamped receipts should atleast be sent by the end of the next month.
2. The stores accounts and half yearly registers should be maintained properly in the Divisional and Sub-Divisional Offices. Physical verification of stores should be conducted every year before the close of the financial year.
3. The measurement books should be reviewed by the Divisional Accountant as provided in para 438 of PW and Financial and Accounts Rules.
4. The monthly account should reach the Accountant General's office on the 10th of the following month positively.
5. All audit objections, inspection reports, audit note and S.I.Os. etc. should be attended to promptly as per standing order No. 42. In future, there should be no delay in replying to the objections of the Accountant General.
6. Retention of heavy cash balances at the end of each month with the divisions and sub-divisions should be avoided and the balances be kept to the minimum. These should be an even flow of expenditure during the whole year and a rush of expenditure in the month of March should be particularly avoided.
7. The register of check measurement should be maintained properly in the division and sub-divisional offices and prescribed check should be exercised by the Assistant Engineer and Executive Engineer.
8. The schedule of Settlement with Treasuries in form 51 alongwith C.T.R. and C is issued by the Treasury Officer are not appended with the monthly accounts. Besides this, the discrepancies in part 1 and II of the schedules are also not received form the Treasuries. The delay in reconciliation may prevent timely detection of fraud and embezzlement etc. It is. therefore, essential that the schedule is sent regularly with the account and also the discrepancies are reconciled at the earliest.
9. Under head 'Suspense' (Purchase, stock, misc, P.W. Advance) there should be no heavy balances at the close of the financial year. Every effort should be made to adjust the items of the suspense heads, during the same year.
10. The balance of stock should be kept up to the sanctioned limit of stock. In the case of excess, the reserve stock limit should be got sanctioned from the competent authority before the close of the financial year.
11. Physical verification of Stores should be conducted once a year.
12. In the case of expenditures against the sanctioned estimate for a work, the revised estimate should be prepared in time and got sanctioned by the competent authority as soon as the case comes to notice.
74. Standing Order
Under rule 105 of the Rajasthan Law and Judicial Department Manual, a factual report in respect of cases whereof notices under section 80 CPC have been served on the department, it is required to be furnished within 15 days from the date of receipt of notice is given to facilitate an examination of the case by the government and hence this statutory stipulation. Under the Law, a notice has to be served on the Government and as the Collector represent the Government at the Distt. Head Quarter a notice is served on him and also on the Secretary to the Government in the administrative Department. The collector is required to obtain a factual report from the Officer Incharge i.e. the office giving rise to the serving of the notice is requested to furnish a factual report to him. The Collector forwards the factual report to the Secretary to the Government in the Administrative department and the latter, in its turns. Laws Department after its examination administratively, forward it to them for conveying their opinion. All this has necessarily to be accomplished within two months from the date of the notice. Any delay at any stage would dislocate the whole programme and bebar the department from effectively dealing with the notices given who is always to file a suit as soon as the prescribed period of two months expires. In order that the department may be able to obtain the opinion of the law department well in time, it is enjoined upon all officers of the time, schedule of furnishing a factual report within 15 days from the date of receipt of all the notice to the Collector and copies may also be endorsed to this office through proper channel. In our case this would enable the secretary to the Government in the Irrigation Department to deal with the case as soon as he receives a factual report from the Collector, otherwise what would happen is that in the absence of comments from us he would be obliged to forward the factual report as received from the Collector to this Department for comments. This would adversely effect the time schedule and by the time the case reaches the Law Department, the statutory period of two months is over. It has observed that in several cases that the factual report been furnished timely, the situation could have been compromised by negotiations or effectively defended in the court of Law. These court cases attract, very serious attention of the Government and realise commented upon adversely by the public account committee. Officers who fail to submit the factual report will hereafter be held personally responsible for any loss to the Government resulting by delays or negligence on their part.75. Standing Order
No. Misc/XV/30/4058, dated 14-5-1965.It has been observed that Officers (Superintending Engineers/Executive Engineers) stationed outside come to Jaipur either on some leave or on some other official work, but they do not call on the Chief Engineer or Addl. chief Engineer, Irrigation. It enjoined upon all such officers that whenever they happen to visit Jaipur, they should make a point to see the Chief Engineer or Addl. Chief Engineer after fixing time on telephone for the same appointment.76. Standing Order
No. 1A/Bud/SA/1371, dated 17-9-1965.Sub.-Revised Estimates 1965-66 Budget Estimates 1966-67.In the comments on the Revised Estimates 1965-66 and Budget estimates 1966. the finance department has drawn pointed attention to the need of economy being practised in all spheres of administration and particularly so where the expenditure has to bear any relation to revenue. The relevant extracts from the Budget Notes since they depict their view point very precisely and can be treated us "STANDING INSTRUCTION" are reproduced for the guidance of Officers:Expenditure.- "The Department has to restrict expenditure within the budget estimates and in cases where additional funds needed separate move is to be made with full justification. The practice of over spending without Government approval and then proposing very high figures in Revised Estimates or debiting part of expenditure to suspense etc. and then to move for approval in subsequent years is objectionable and has to be stopped...Carrying over of any liability to the next year for want of funds is a serious irregularity. It is non-economy to postpone payments in respect of liabilities already incurred and indisputably payable. Exact position in regard to the past and present liabilities may be ascertained now once for all and funds asked for promptly giving full justification as indicated above so that the accounts for the next year be started with a clean slate i.e. free from all encumberances.Working Expenses Verses The Field"Working expenses 19.54 lacs and receipts for 1966 67. 55.72 lacs including Gang Canal project 15.00 lacs and 47.94 lacs respectively. If Gang Canal is excluded from both sides the result will be 4.54 and 7.78 lacs on expenditures and receipt sides. If the interest charges which are anticipated of the order of Rs. 52 lacs in respect of these projects are added, the expenditure will be far exceed the receipts indicating huge losses being made good by State Exchequerer. Whether receipts increase or decrease due to failure of rams there seems to be on restraint on expenditure which is proposed at higher figures every time.With regards to revenue it is realised that while on maintenance expenditure is invitable, still the need for exercising economy on that score cannot be over-looked. It must remain the order of the day.77. Standing Order
No. T/26/1340, dated 16-6-1966.There is no regular system of preparing completion reports of projects indicating when deviations have taken place from the original project reports and of recording the reasons which led to the deviations nor there is a record of the difficulties of all types which confronted the project during the execution and the remedial measures taken to meet them. In the absence of such a report no guidance is available for meeting such difficulties in similar subsequent projects. Such a system is to be adopted and the completion reports be sent by the concerned Divisional offices to their Superintending Engineer and the Chief Engineer.In this connection it has been noticed that the divisions do not maintain a proper record of the deviations made during the construction period in the original project estimate or the reasons due to which the deviations have become necessary. No records is also kept of the difficulties encounted during the construction of important, works and the remedial steps taken to solve them. These records are very necessary for exercising a proper control over execution of the work and can be great help when any remedelling or special reports to these work has got to be undertaken or when some similar works are taken up at a later date. It is hereby enjoined upon all concerned to keep a proper record of the work done. The measurement of the work should be recorded in such a manner as to preparation of detailed completion drawings in due course. All the relevant latest stratas and width etc. should be recorded in the measurement books and for complicated structures, necessary sketches should also be drawn in the measurement book. All such important entries which cannot be checked after the Assistant. Engineers himself. The Executive Engineer should also check a part of these items of the work which are liable to get covered up. The construction staff should also prepare monthly progress drawings of the works under execution on which references of measurement books, brief specifications of the works and the cases of execution should be entered from time to time. The Executive Engineer, should ensure safe custody of such drawings in the name manner that of a measurement book, whenever deviation have to be made from the sanctioned proposal the reference of the order of the competent authority should be recorded in the measurement book as well as on the drawing. The Superintending Engineer, should during their inspection examine these progress drawings and ensure that these instructions are faithfully complied with.The revised estimate should in future details of completion drawings of all works proposed on the basis of measurement books as well as the progress drawings mentioned above.The Ex. Engineers and A. En. should maintain a detailed account of the difficulties encountered by them during the construction of the works and the measures that were taken by them to solve these difficulties. The spudg. Engineer should bring to the notice of the Chief Engineer, derails of some important difficulties encountered or of successful measures adopted for solving them, which in his opinion deserve to be made widely known. The Jr. Offices should be encouraged to write technical report regarding various works being under taken by them.78. Standing Order
No. T/26/341, dated 25-6-1966.It has been noticed that while constructing feeder canals for supplementing inflows in to Irrigation Tanks, no provision is kept for constructing outlets from the feeders which may be able to command some adjacent lands even in an emergency. It is hereby enjoined upon all concerned to provide suitable outlets from the feeders wherever there is a possibility of some lands being directly commanded from them.79. Standing Order
No. T-261/1508, dated 29-6-1966.The Government have recently increased the water rate by Rs. 5/-per acre on non-cereal crops. Due note of this is to be taken while preparing new projects now. This office has worked out that instead of the average of 8.75 adopted for new rates this would be Rs. 10.00 per acre.In the new projects, there is sufficient un-occupied culturable waste area, which on introduction of irrigation by the new project, will be converted into cultivated area and will be so allotted by the Revenue authorities. They will charge the lowest Barani rate on such area till the next settlement. The officers preparing the projects should find out such area in the project and should show the enhancement of the land revenue on this score.If the Executive Engineer, preparing the report for a new project finds that settlement operations are proceeding in the commanded area, he may as well make a note of it and take enhanced land revenue into account while preparing the project.80. Standing Order
No. AG/1234, dated 2-8-1966.Instance have come to the notice of the undersigned where machines procured for the projects were not properly utilised on the same and the investment made on them unnecessarily remained blocked. This is a serious irregularity.It is, therefore, enjoined on all concerned that before placing orders of any equipment, it should be properly foreseen that the same, after its procurement, would be fully utilised for the work for which it is purchased. It would be the personal responsibility of the officers who place an order for the procurement of machines to see that the expenditure incurred would not be wasteful.81. Standing Order
No. AG/1234/4169, dated 2-8-1966.It has been observed in some of the works that:-1. Materials to the contractions were issued before commencement of the works for the total requirement, on the works. This necessitated gradual recoveries as and when the materials was actually consumed by the contractors and the Government stores unnecessarily remained in t he custody of a private agency for an unduly long period.
2. The steel schedules for consumption of steel in the R.CC. work were not prepared correctly and the record measurements of the steels actually not made in the measurement books. Consequently, it become difficult to ascertain whether the required quantity of steel had been consumed on the work or not?
3. Steel schedules for consumption of steel in some of the R.C. C. works were not at all prepared and in the estimate for items of R.C.C. work, definite poundage of steel was not mentioned. It, therefore became difficult to ascertain the quantity of steels actually used per cft. of the work.
It is. therefore, enjoined upon all concerned officers that in future:-82. Standing Order
No. 55E/GNR/3018-19, dated 30-6-1967.The Government of Rajasthan in the Finance (Expenditure Rules) Department have laid great stress on most expeditious disposal of pension cases of the employees who have been retired on 1-7-67.In order to keep constant watch on the progress of finalisation of pension cases, the enclosed proforma of fortnightly statements showing incumbent wise progress of finalisation of pension cases of Government servants retired on or before 1-7-1967 has been prescribed. It is, therefore, enjoined upon all Heads of Offices under the contro of Chief Engineer, Irrigation and Chief Engineer, Irrigation (North) Raj. to send these fortnightly progress reports in two parts I for those retiring on 1-7-1967 and part II for those retired prior to 1-7-1967 so as to reach this office by 10th and 25th of every month commencing from 1st July, 1967.All the heads of Offices are further advised to take assistance's of the Sr. Accounts Officer of this Office in all cases of doubts/difficulties in the preparation or settlement of the pension cases.This may please be given top priority as the Government has decided to take serious view of delays in the finalisation of pensions cases.Receipt of this letter may kindly be acknowledged.Statement showing progress of finalisation of Pension cases of Government Servants retired on 1st July 67.| Name of the Pension sanctioning authority: | Report for the fortnight ending....... | ||||||
| Names of Government Servants retired (withdesignation) | Number of pension applications | ||||||
| Already reed. | Reed, during fortnight | Total | Already verified | Verified during the fortnight | Total columns 5 & 6 | Unverified (difference of col. 7 & 4) | |
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 |
| No. of cases pending for | Number of pension cases sanctioned and sent toAccountant General | No. of P.P.O. issued | |||||
| Pay fixation | Condonation | Already sancitoned | Sent during fortnight | Total | Already issued | Issued during the fortnight | Total |
| 9 | 10 | 11 | 12 | 13 | 14 | 15 | 16 |
83. Standing Order
No. XV/Mis/30/3586, dated 27-7-1967.Sub.-Calender of Returns.It has been noticed that there is no scientific system at present in the Irrigation Department for watching receipt/issue of periodical/specific return required to be received from subordinate offices or to be submitted to higher offices, with the result that punctuality of action, which is so essential in a good Government, cannot be observed. In order, therefore, to tone up the administration of the Department, all officers and officials are required to be "Return Conscious" They had better get rid of the feeling that 2 or 3 reminders must come to them before they may submit the returns. It is enjoined upon all concerned to be most punctual in the matter of sending periodical/specific reports and despatch the same in such a way so as to reach the concerned office by the due dates prescribed for the purpose.2. All sections of the Head-Quarters Office, Circle Office, Division Office, Sub-divisional Offices will hereafter maintain two calenders of Returns for every financial year,
viz: 1. Calender of specific returns,2. Calender of specific returns, in the manner given below:-
A-Calender of Periodical Returns.Part I – Returns due to be submitted to higher or other authorities other than officers of this office:-
| Yearly | Page | to |
| Half-yearly | Page | to |
| Quarterly | Page | to |
| Monthly | Page | to |
| Fortnightly | Page | to |
| Weekly | Page | to |
Part II – Returns due from Subordinate Offices/other Offices.
| Yearly | Page | to |
| Half-yearly | Page | to |
| Quarterly | Page | to |
| Monthly | Page | to |
| Fortnightly | Page | to |
| Weekly | Page | to |
Part III – Returns to be submitted to the Officers of this Office itself.
| Yearly | Page | to |
| Half-yearly | Page | to |
| Quarterly | Page | to |
| Monthly | Page | to |
| Fortnightly | Page | to |
| Weekly | Page | to |
3. All the inspecting Officers of this Department will invariably look up the two calenders of Returns of subordinate offices alongwith the submission memos as frequently as possible, and any deficiencies as found will be brought to the notice of the Head of the Office concerned. Serious cases of default/delay shall be brought to the notice of the Chief Engineer, Irrigation.
4. This item shall be included in the several questionaries prescribed for the inspecting Officers of this Department.
5. Compliance report of having opened the two calenders of Returns in the manner indicated above may be sent to me by name by 1st Aug. 1967.
84. Standing Order
No. XV/Mis/30/3585, dated 21-7-1967.Sub.-Weekly outstanding letters report.To keep watch over disposal of letters received from several offices, it has been decided to introduce a system of weekly report of outstanding letters/reference as described below. The section Superintendents of the Head Quarters will put the report on every Monday to their respective Branch Officers viz. TA/PA/Sr. AO etc. In the circles/Divisional and sub-divisional offices the report will be put to the respective Superintending Engineer/Executive Engineer's/assistant Engineers. They will critically examine the list of pending reference and endour to reduce the minimum.2. Normal time for disposal of letters will be as under:-
| Letters marked urgent | 3 working days. |
| Other letters | 7 working days. |
3. The weekly reports shall be prepared on every Saturday which will depict the position of letters received upto and including the previous Saturday. For instance, ordinary letters received upto the 29th July, 1967 should be disposed of upto 7th Aug. 67, and so on. Urgent letters received upto 29th July, 67 should however be disposed off by 4th Aug 67.
4. The weekly report shall be in the enclosed proforma.
5. In order to facilitate preparation of the weekly report and to make the system effective, the week of receipt and despatch may be entrusted to a diarist in each section. It will be his important duty to note down despatch numbers and dates against the respective entries in receipt register. The papers ordered to be filed will also be shown to the diarist who on being satisfied about it, will give a note Filed' against the concerned entry. All references in the receipt register which have not been marked off by the diarist' in the manner indicated above will be considered to be pending and will be included in the Weekly report. The diarist will prepare incumbent wise position of letters on Friday mentioned therein only the receipt Register numbers and dated of the pending letters so that the concerned Assistants are able to link up and verify the position before it is submitted to the Section Superintendents/Branch Officer.
6. The Inspecting Officers of the Department will invariably lock up the register containing weekly letters reports in their subordinate offices as frequently possible and any deficiencies found will be brought to the notice of Head of the Office concerned. Serious cases of default/delay shall be brought to the notice of the Chief Engineer, Irrig. This item shall be included in the several questionaries prescribed for the inspecting Officers of the Department
7. This item may be noted in the Register of periodical returns prescribed in the standing order No. 84, dated 21-7-67.
Government of Rajasthan Irrigation Department..........SectionWeekly outstanding letters Report:Position of letters received upto.........as on........| Urgent | Ordinary | Total | |
| (a) | Previous Balance. | ||
| (b) | Letters received during the week. | ||
| (c) | Total (a) + (b) | ||
| (d) | Letters disposed of during the week. | ||
| (ii) | Over 7 days old...... | Reasons for the letters 7 day old. |
| (1) | R/R No..... | (2) | No..... | (3) | No..... |
| Dt...... | (dt.).... | (dt.).... | |||
| (4) | R/R No..... | (5) | No..... | (6) | No..... |
| Dt..... | (dt.) | (dt.).... |
85. Standing Order
No. 5738, dt..........Sub.-Register of Irregularities.In order to keep track of all important and serious cases of Financial irregularities coming to our notice departmentally or through audit or otherwise and to pursue them until they are finally closed by orders of competent authority, it has been decided that a Register irregularities of in the enclosed performance shall be maintained every' section of the Head Quarters office, the Circle Officer/Divisional Office/Sub divisional Offices. Cases which may eventually entail disciplinary proceeding against the staff of the Department may also be entered in this register. The Section Superintendent will put. up the register to the Branch Officer/Head of the Office, as the case may be on the 1st of every month after incorporating latest position of each case in the column, meant for the purpose.2. This item may be noted in the register of periodical returns prescribed under standing order No. 84, dated 21-7-67.
3. All the inspecting officers of this department will invariably look up the Register of irregularities as frequently as possible and any deficiencies found will be brought to the notice of the Head of the Office concerned. Serious cases shall be brought to the notice of the rules/orders of competent authority.
4. This item shall be included in the several questionaries prescribed for the inspecting officers of this department.
5. Report having opened the Register of irregularities in the manner indicated above be sent to me by name by 1-8-67.
Government of RajasthanProforma: -Office of the....Irrig. Department..Register of Irregularities| S. No. | Brief facts of the case | Reference of the authority reporting the case | File No. of the office in which dealtwith |
| 1 | 2 | 3 | 4 |
| Action taken | Latest position on 1st of every month | Reference of the orders of competent authority toclose the case | Remarks |
| 5 | 6 | 7 | 8 |
86. Standing Order
No. F. 1(3) LA/Gen/5979, dated 29-7-1967.Sub.-Progress of Court Cases.Government attaches great importance to the speedy disposal of court cases and to reduce litigation costs. In order to keep watch on the disposal of court case instituted by or against the government and to ensure that effective measures are taken by all concerned for proper and timely pursuance thereof, it has been decided that all the officers incharge of court cases will send monthly progress reports in the enclosed proforma so as to reach this office by the 10th of every month.2. New cases instituted during the month under report will also be included in the Monthly progress report. Whenever any decree is awarded, the facts will invariably be mentioned in column 7. Reference of action taken to obtain approval of the Law Department for satisfaction of the decree or the filing an appeal will be noted in the remarks column.
3. This item shall be included in the Calender of periodical returns prescribed under Standing Order No. 84, dated 21-7-67.
Performa:Monthly Progress Report of Court Cases as on 1st of....| S. No. | Case No. | Title No. of the case | Name of the court in which pending | Amount involved |
| 1 | 2 | 3 | 4 | 5 |
| Name of the work etc. | Progress since previous month | Date of next hearing | Purpose of the next hearing | Remarks |
| 6 | 7 | 8 | 9 | 10 |
87. Standing Order
No. 394 Estt/3064, dated 3-8-1967.Sub.-Disposal of Embezzlement cases.The Chief Secretary of the Government of Rajasthan vide his letter No. F 15(272) O & M/67, dated 6-6-67 has stressed the necessity of sending preliminary enquiry reports in embezzlement cases to the commissioner departmentally enquiries with regard to the role of gazetted officers concerned because in the absence of such reports, no material is available with the commissioner, Departmental Enquiries on the basis of which charge sheets and statements of allegations could be prepared and served upon delinquent officers.2. The Special Secretary to the Government Finance Department in his D.O.No.F. 11(6) FB/A & 1/65, dated 29-6-67 has again stressed for speedy finalisation of pending cases of embezzlement/losses of Government money/property to ensure that the amount, if any, recoverable is realised and to observe necessary precautions to avoid recurrence of such cases in future.
3. In order to keep close watch on the speedy disposal of embezzlement cases, it has been decided that all the Superintending Engineers and Divisional Officers of this department will send a monthly progress report of disposal of embezzlement cases in the enclosed proforma, so as to reach the Head Quarters Office by the 3rd of every month. This order will not effect submission of the preliminary reports, detailed reports, annual report required to be sent to several authorities, as usual
4. This item may be included in the calender of periodical returns prescribed under standing order No. 84, dated 21-7-67 and the return submitted punctually.
5. It has further been decided that all existing cases of embezzlement should be dealt with on priority basis and decided within two months positively.
88. Standing Order
No. 98/A/PF/SA/7393, dated 17-10 1967.Sub.-Delay in finalisation of provident fund/pension claims.The Accountant General, Rajasthan, has prepared a draft para on delay in finalisation of provident fund claims of retired Government servants. It was pointed out that in one case the Government servant had retired in July, I960., but his application for payment of provident fund was sent to the Audit Office in Sep., 1965. and replies to the Audit observations were communicated after one year. In another case the retired Government servant submitted his application for payment of provident fund in Sept. 63 but the same was sent to the Audit in May, 1965. The Government have taken serious note on such delays which betray indifference on the part of the offices concerned, in dealing with the cases of retired Government servants. The importance of expeditious disposal of provident-fund/pension cases can be better realised than expressed. It is, therefore, enjoined upon all concerned to dispose of such cases with clarity. In order to pin-point responsibility a movement slip in the enclosed proforma should be attached with every pension/provident fund case in which date of receipt and the date of disposal of the case by every assistant/office should be indicated in all the offices through which the case is to pass through unfill settlement and entries therein should be attested by the Head of the Office concerned. Necessary instructions may please be issued to the subordinate offices also for strict compliance in future.Movement SlipPension/provident Fund Case of Shri.................... of........Date of RetirementDate of actual application for pension/ provident fundDate of start of verification of service etc.Date of completion of the caseDate of submission to the Superintending EngineerDate of submission to the Chief EngineerDate of submission to the Accountant GeneralDate of return from Accountant GeneralDate of subsequent exchanges, if anyDate of issue of anticipatory/final P.F.O./ P.F.P.O. by the Accountant General.The Rajasthan Irrigation And Drainage Act, 1954[Act No. XXI of 1954]Government of Rajasthan Department of Irrigation, Jaipur Standing OrdersContinued from volume 1689. Standing Order
No. 5511, dated :Sub.-Maintenance of record for watching transfer of expenditure on survey works from Revenue to Capital Head of Account.In order to keep track of all expenditure incurred on survey and investigation of all works/which eventually received administrative approval of the competent authority to be executed as projects, it has been decided in consultation with the Accountant General, Rajasthan Jaipur that such expenditure should be posted monthly in a special register to be called "Register for watching proforma transfer of expenditure on survey and investigation works" in the enclosed proforma. All the other particidars required in the proforma should be filled in as and when the occasion arises. As such as the any survey work is sanctioned as project, the entire expenditure incurred to date should be transferred proforma to the capital head of accounts without incorporating any transanctions, to this effect, in the Government account.This register should be put up to the Divisional Officer monthly for review at the time of passing monthly account of the Division.Ench: OneRegister For Watching Proforma Transfer of Expenditure on Survey And Investigation.| S. No. | Name of work/Canal/Schemes | Sanctioned Estimate of Survey and Investigation | ||
| No. | Date | Amount | ||
| 1 | 2 | 3 | 4 | 5 |
| Monthwise expenditure | Progressive Expenditure | Administrative sanction of the Project | ||
| No. | Date | Amount | ||
| Actual expenditure transferred by proforma in thecapital a/c of project concerned. | Remarks regarding action taken to expediteadjustment after project estimate have been sanctioned | Reference to intimation sent to the AccountantGeneral for transfer of Expenditure | Initials of Divisional Accountant/ExecutiveEngineer |
| 11 | 12 | 13 | 14 |
90. Standing Order
No. 30A/SA/7522, dated 20-10-1967.Sub.-Clearance of audit objections, draft paras, inspection reports and balances under remitance heads.The Government of Rajasthan, the Accountant General Raj. and the Chief Accounts Officer, Rajasthan have laid great stress on the expeditious settlement of items placed under objection relating to works and establishment, draft paras, audit inspection reports and clearances of balances under remitance heads, particularly "Items adjustable by Public works Department" and "Transfere between public work Officer". Soem of these items appear prominently in audit reports submitted to the Public Accounts Committee of the Rajasthan State Legislature to whom the Chief Engineer, Irrigation has to explain the position of the Department.In order to arrest the arrears and to watch the progress of clearance in this behalf it has been decided that the Senior Accounts Officer of the Headquarters office will collect the arrear position (6 monthly or at other suitable intervals) from the office of the Accountant General, Rajasthan and pass on the same to the concerned Offices, in addition to the information normally sent by the Accountant General, Rajasthan direct to the concerned offices. The Superintending Engineers and Sr. Accounts Officers as the base (or the opening balance) and directly submit monthly progress report in the enclosed proforma so as to reach the Headquarters Office by the 15th of every month. The additions made during the intervening period will not be exhibited in the progress reports though every attempt should be made to clear them as soon as possible within the prescribed time schedules. This will enable the Superintending Engineer, and the Headquarters Office to keep watch on the monthly clearance of the arrears as intimated by the Sr. Accounts Officer at periodical intervals. Full particulars of the items, paras or balances, settled should be indicated in the enclosures to the monthly progress report so that those items can be scored out from the lists maintained in the Circle Offices and the Headquarters Office. If any cases have been sent to the Superintending Engineer/Chief Engineer for sanction/orders etc. a list of such references shall be attached with the monthly report for expediting the cases in the offices. A copy of the monthly progress report with enclosures will be sent by the Divisional Officers to the Superintending Engineer concerned also who will keep watch on the progress of the clearance.This procedure will not vivest the Divisional/Circle Offices from their basic responsibility to clear the audit objections, inspection reports and balances under remitance heads and arrange necessary re-concilation with the records of the audit offices as hither to fore. In fact, this task will require good dealt of personal efforts on the part of assistants, Divisional Accountant and Heads of Offices.The progress made in this behalf will be kept in view while writing or counter-signing annual confidential reports.This standing order supplements the Standing Order No. 73 issued vide this office letters No. 30A/SA/11782, dated 31-12-64.The date of sending the monthly progress report should be entered in the Calender of Periodical Returns prescribed in the Standing Order No. 84, dated 21-7-67.List of outstanding audit objections, inspection report balances under I.A. P.W.D. T.B. P.W.O. as collected recently from the Accountant General's Office are being sent separately to the concerned Offices.Enel: ProformaProgress report.Division/Circle office.Monthly Progress report of clearance of Audit objections. Inspection Reports, Draft paras and balances under remittance Heads for the Month of.................| S. No. | Particulars | Opening balance as advised by Sr. A.O. | Clearance during the month(as per detailsattached) | Progress of the clearance (including thismonth). | Closing balance (col. 3-5) | Remarks (List of reference made to SE/CEI toclear the remaining cases shown in Col. 6 to be enclosed). | ||||
| 1 | 2 | 3 | 4 | 5 | 6 | 7 | ||||
| I. | Objection Book Items | Item position | Amount | Item | Amount | Item | Amount | Item | Amount | |
| (a) | Works expenditure | Up to.....a/c. | ||||||||
| (b) | Establishment expenditure as on | |||||||||
| II. | Audit/Inspection Reports. | -do- | I/R Paras (Inspection Report) | |||||||
| III. | Draft Paras | -do- No. | Nos. | Nos. | Nos. | |||||
| IV. | Balances under remittance heads | -do- | Item | Amount | Item | Amount | Item | Amount | ||
| (a) | Items adjustible by PWD | |||||||||
| (b) | Transfer between PWD Officers. |
91. Standing Order
No. 28 Estt/66-67/GS/505, dated 28-10-67.Gazetted.-It has been observed that the matter of confidential reports is not being given due importance, urgency, attention for timely submission and proper application of rules in preparation and subsequent u.s-posal of formalities required under the rules. This dispite clear Rules on the subject and repeated Government instructions.Despite repeated instructions, incomplete reports are received resulting in unnecessary correspondence and delay. They are generally found incomplete with regard to period/date of birth/integrity certificate etc. As per Government instructions every officer who signs on the confidential reports has to give his name within bracket () in block letters. Under this office endt. No. 28 Estt/64-65/GS/1012, dated 12-10-65 (alongwith copy of letter from Chief Secretary No. F. 6(15)/Appt/K-2/63/5 Conf dated 1-9-65) all Superintending Engineers concerned were enjoined to mention specifically that which of the adverse remarks be communicated to the Officer. These instructions have not engaged the attention of the concerned officers.Similarly the importance attached by the Government, for submission of the confidential reports within the stipulated period as expressed in the various circulars issued from time to time have not been given due weight by the Official of the Department which is clear from the fact conficential reports are still awaited for the year 1966-67. Similarly all superintending Engineers are required to submit a list of the officers who worked in their circle during the year for which confidential reports are required. Such list is either not furnished at all submitted very late or submitted incomplete/inaccurate with the result that no proper check can be effected over the receipt of confidential reports. In the case of officers who came under transfer during the course of the year, their confidential reports should be passed on to quarter concerned after recording for the period they worked in the circle. In the event of rate cases of transfer to more than one place, the same procedure is to be repeated completing the circle till it covers the full period of the year.All confidential reports should be got completed by middle of April and sent to this office latest by the close of April. In the cases where confidential reports are to be routed through Collector, these may be got completed by the Executive Engineers concerned at their level in the 1st week of April. By the close of April, each circle office should check their lists and ensure that all confidential reports have been got prepared and. sent to the quarters concerned.Confidential reports of officers working in Panchayat samities/C.D. Blocks and other departments are also to be obtained by the Superintending Engineer concerned in whose jurisdiction any of the officer of the Irrig. Department is working. In the 1st week of May every year, each circle office should send the following certificate:-(duly signed by Superintending Engineer himself)."Certified that the Confidential reports of each Gazetted/Non-Gazetted Officers/official worked/working in this circle during the year have been got prepared and sent to the quarters concerned after due checking.In most of the cases it has been observed that annexures prescribed under this office latter No. 28-Estt/VJ/GS/1093, dated 20-7-64 are not filled in and attached with the confidential reports which in future should invariably be attached duly completed.Non-Gazetted.-The instructions meant for gazetted staff almost apply in the case of non-gazetted cadre and the same should be followed strictly. In the cases of non-gazetted staff, the adverse remarks should be conveyed by the authorities concerned for each cadre. In the case of the Engineering Subordinates it has been noticed that inspite of clear instructions the adverse remarks were conveyed only in few circles and that too hardly for 10% of the cadre. Annexures prescribed in respect of confidential reports of Engineering Subordinates Dy. Collectors and Zilledars as indicated in this office No 194-E/GS/1570-71 dated 22-9-64 should invariably be filled in and attached with the confidential report. Timely conveyance of adverse remarks is very necessary and the same should be conveyed each year before the end of June and the representations received there against decided after inviting comments from the concerned Officers.All reporting/ reviewing and counters/signing authorities should also ensure that, in the cases of both confidential reports gazetted/non-gazetted adverse remarks recorded are as far as possible supported with instances, cases warnings etc. and the last reviewing and countersign authority should mention as to which of the adverse remarks is to be conveyed.These instructions are to be gone through carefully and complied with immediate effect.92. Standing Order
No. 266A/SA27966, dated 18-11-1967.Sub.-Quarterly return of pending final bills of Contractors/suppliers.Large number of cases of delay in payment of final bills of contractors/suppliers have come to notice of this office through applications/representations from contractors as well as through Audit Reports presented to the Public Accounts Committee took of serious view of the delay in payment of final bills and desired this department to keep a close watch on their expeditious finalisation. Necessary instructions were issued vide this office letter No. 226A/SA/1209-26, dated 21-12-66 to all the Superintending Engineers and Executive Engineers; Irrig. to send quarterly returns of pending bills but it has been noticed that all the Divisional Officers have not been acting upon the orders, strictly. It has, therefore, been decided that in future, the quarterly returns of final bills, in the enclosed proforma, shall be sent by the Divisional Officers direct to this office with a copy to the respective circle office on 15 of January/april/July/October from the date of actual completion of the work. In case, any reference affecting the bills in question has been made to the Circle/Headquarters office for orders/Decision, number and date of the same should be quoted in column 9-reasons for delay so that early action is taken by all concerned in this behalf.The Superintending Engineers will keep a watch on speedy payment of final bills of contractors and suppliers and see that genuine difficulties of contractors and suppliers are removed, and a high standard of efficiency in payment of bills maintained.This return shall be entered in the calender of Periodical Returns prescribed vide Standing Order No. 84 dated 21st July 67 and the return submitted punctually.Quarterly Return of Pending Final Bills of Contractors/suppliers More than 3 Months Old as on 1st of January, April, July and October.| S. No. | Name of contractor/Supplier | Name of work | Agreement work order/Supply order | Date of commencement |
| 1 | 2 | 3 | 4 | 5 |
| Date of completion as per contract | Actual date of completion | Actual date of recording final measurement | Reasons for delay in payment of final bill | Remarks |
| 1 | 2 | 3 | 4 | 5 |
93. Standing Order
No. F-l(3)LA/GNI/8793, dated 30-12-67.Sub:-Submission of factual reports on notices under section 80 CPC1. It has generally been observed that factual reports of cases pertaining to notices u/s.80 CPC as received from the officers incharge are incomplete and skated which do not serve the required purpose. Besides this, more often than not, factual reports are received very late. It is, therefore, enjoined upon all concerned to prepare factual reports in accordance with the provision of rule 105(i) of the Rajasthan Law and Judicial Department Manual, reproduced below:-
"105. Duty of the officer-in-charge (i) on receiving the notice, the officer-in-charge shall forthwith make a careful enquiring into the case and within fifteen days of the receipt thereof, submit to the Collector a detailed report containing:-2. A copy of the factual report on claims of Rs. 1,000/- and above should be sent simultaneously to the Superintending Engineer, and to the Chief Engineer within a week of receipt of the factual report. The head quarters office will forward the factual report with its comments to the Government within a week, so that the factual report is with the Government within one month from the date of receipt of the notice.'
In case of claims below Rs. 1,000/-the officer-in-charge will send factual report to the Collector and take necessary action as required under para 107 of the Law & Judicial Department Manual reproduced below:-"107. Procedure for compromising claims below rupees one thousand:-Where the value of the claim is below rupees one thousand, action will be taken as follows:-94. Standing Order
No. 17A/Bud/ 17A/Bud/958, Dated: 2-2-1968Sub:-Physical verification of stock and tools & plants.The Public Accounts Committee in their meeting held on 13th December, 67 took serious view of the lapses on the Divisional Officers and sub-divisional Officers who had not conducted physical verification of stock even once in ayear.Physical verification of stock and tools and plants is intended not only to detect embezzlement/shortages that have actually taken place, but also it has great moral effect against attempts to pilfer Government Stores. Articles 264 and 269 of the General Financial and Accounts Rules and paras 230 to 237 and 258 of the public works financial and accounts rules make it quite clear that physical verification of stock and T & P should be done atleast once in a year and result of verification should be reported in form 99 of Book of forms. It is, therefore, enjoined upon all concerned to follow the rules strictly with regard to physical verification of stores and T & P. A report of having conducted physical verification by the Sub-Divisional Officers, in respect of stock and T & P (including dead stock) in their jurisdiction and by the Divisional Officer in respect of stock and T & P (including dead stock) e.g. furniture, fixtures, type- writers etc. in the Divisional (Office) in their direct charge may be sent to the Head Quarters office as well as respective Circle office annually so as to reach by the 5th april, every year. In the case of officers who fail to conduct physical verification as referred to above, their default shall be reflected in their annual confidential reports, to be written /countersigned by the Superintending Engineer concerned/Chief Engineer, Irrigation.Copy of letter No. I/S.O./Inst/2826, dated 8-12-69 from the CEI. Rajasthan Jaipur to all EES & SES.Sub.-Standing Order No. 95 & 96.1. The Public Accounts Committee has adversely criticised cases in which divisional Officers have booked expenditure under to the suspense stock in excess of limit sanctioned by the competent authorities and has asked for action against officers concerned.
2. Similarly, cases in which physical verification of stock and T and P has not been conducted have been adversely viewed by the Public Accounts Committee. It is probable that physical verification of stock and T P might actually have taken place but the Head-Quarter's office has not information about it, though clear instructions have been issued in this behalf vide Standing Order No. 95. In absence of information from the officers concerned on need with the tas of physical erification, it has also not been possible to know the factual position by 15th April every year as required under Standing Order No. 95.
3. During inspection of Divisional Officers by the Sr. Accounts officer, it has been noticed that manufacture accounts have not been closed and profit/loss adjusted by close of accounts of every financial year.
4. In order to keep a check on the three issues noted above it has been decided that all Divisional Officers will send a copy of form No. 73-Stock Account Part-I classified Account of Receipts, Issues and balances to the head quarters office as an enclosure to the monthly progress report sent under standing Order No. 91 by the 15th of every month.
5. (a) Reference No. and date and amount of the Reserve stock limit should be shown in the column "sanctioned reserve".
95. Standing Order
No. 25A/SA/959/960, dated 2-2-1968.Sub.-Incurring of expenditure in excess of sanctioned grant.The Chief Secretary to Government of Rajasthan vide his letter No. F. 9(3)/FD/Gen/R/67, dated 20-10-67 has administered a warning that "any breach of financial rules, particularly in the way of unauthorised expenditure will be viewed seriously and such unauthorised expenditure is liable to be recovered from the salary of the officer who may have been responsible for incurring the liability". It is, therefore, enjoined upon all Divisional Officers that booked expenditure and pending liabilities should not be allowed to exceed the sanctioned budget allotment for every work of unit of appropriation. In case, verbal orders are given by higher authorities at site or elsewhere the same should be promptly got confirmed in writing within a week unhesitatingly.2. In view of the unabated financial strigency, it has been decided to exercise stricter (work-wise) control on expenditure in the Department. All the Divisional Officers are hereby ordered to send a copy of the schedule of works. Expenditure (Revised from showing also excess over estimate and excess over allotment), alongwith a copy of form No. 80 so as to reach Headquarters office by 15th of the month following. This system shall be started from the monthly account for January, 1958.
3. Operation of Remittance Heads plays an important role in this behalf. At present there is a misconception in to minds of the large number of officers and officials that ways and means position of the State Government is not affected by not accepting Accountant General's ATD's etc. The real position is however, different. After material is supplied for service rendered by central Government or any other state Government to the Rajasthan Government, immediately on receipt of t he concerned monthly accounts, the Accountant General of the Government concerned informs the Reserve Bank of India for effecting monetary settlement by book transfer and simultaneously sends the vouchers to the Accountant General, Rajasthan, through monthly settlement Accounts for carrying out adjustment in the account of Rajasthan Government. The Accountant General Rajasthan, debits the expenditure under the head I.A. P.W.D. and sends memos to the Division concerned who is to give debit to the service Head and credit to Remittance Head I.A.P. W.D. It will be seen that by withholding verification of Accountant General memos the Divisional officer only avoids giving debit to his respective Service Heads of accounts, but the fact remains that money has flowed out from the fisc of the Rajasthan Government by the book adjustment carried out by the Reserve Bank of India. Similarly ways and means position of the State Government is affected when debits raised by other Divisions of the Rajasthan Government are not accepted by receiving Divisions who utilise their budget grants otherwise to the full, without taking into account the liabilities they have postponed. This leads to overspending by playing upon the Remittance Head T.B.P.W.O.
4. in order to check incurring of exp4enditure in excess of sanctioned grant it is also necessary' to know the amount of pending liabilities under each unit of appropriation approved in the sanctioned budget. All the Divisional Officers are directed to show in the remarks col. of the schedule of work Expenditure for the months of June, Sept., December, March and March supplementary accounts, the approximate amount of pending liabilities alongwith brief reasons for non-adjustment of the same. For the purpose of financial control, the Divisional Officers will be deemed to have spent the amount of pending liabilities and if for any reasons, adjustment in accounts cannot take place during the financial year, the corresponding amount of appropriation should be surrendered to the Government before 31st March of the year concerned.
96. Standing Order
No. 30A/SA/1356, dated 29-2-1968.It has been noticed that the expenditure on maintenance and running of jeeps etc. has outstripped the budget allotment and same measure of economy is necessary in view of the prevailing financial stringency. It is therefore, ordered as under:-1. Journeys between places connected directly by rail/bus service should normally by rail/bus service and use of Government vehicles should be avoided. As far as possible, jeeps of field Officers should be used for inspection of works instead of taking vehicles from headquarters of the Inspecting Officer. In case of departure from this requirement, prior approval of the controlling authority should be obtained giving full justification i.e. the public interest to be served by use of Government conveyance, which would not be served by undertaking journeys by rail/bus service. This should be done before undertaking the journey by Government conveyance, and reference of the sanction should be quoted in the T.A. Bill.
97. Standing Order
No. 30A/SA/1 16, dated 5-6-1968.It has been observed that the disposal of Draft Paras received from the A.G. is not prompt and the replies do not reach the A.G. within 8 weeks as required in the Joint Executive and Accounts procedure finance Department.The following procedure is, therefore, prescribed for the disposal of the draft paras and should strictly be followed failing serious view which all the concerned should note:-All draft paras are to be dealt with on personal level by T.A. to theS.E. in Circle Office and D.A. in the Divisional Officers and they will be responsible to ensure that the reply is sent within the prescribed time limit.As soon as the draft para is received, the Executive Engineer will submit a detailed report within a week to the Superintending Engineer who examine the report and forward the same to the C.E. with his comments within a week from the date of receipt of the reply from the Executive Engineer.A cell of the following officials in the CEI office has been constituted and the Accounts Superintending will be responsible to get the reply finalised and sent to the Government/A.G./within a fortnight from the date of receipt of the reply. Thus the final reply to the draft paras should be sent within a month positively.98. Standing Order
No. It has been observed that the inspection reports of division conducted by the Superintending Engineer are sent to the Head Quarters office for orders of the Chief Engineer. The Inspection reports at this stage only contain remarks of the Superintending Engineer about the State of Affairs of account and other records of the division and those office is hardly in a position to give any orders unless the Executive Engineer concerned has furnished replies to the observations made in the report.It is, therefore, ordered that the Superintending Engineer, in future will in the first instance send inspection report to the Division for compliance and for reply to the observation made by him in the inspection report. On receipt of replies from the Executive Engineer, the report will be sent by the Superintending Engineer to the Head Quarters Office in duplicate with his further observation so that one copy of the report may be returned t o him with the orders of the Chief Engineer.The revised proforma of inspection report shall be as under:-| S. No. | Points worthy of notice | S.E.'s remarks | E.E.'s reply | S.E.'s further observation | C.E.'s order |
| 1 | 2 | 3 | 4 | 5 | 6 |
99. Standing Order
No. 394-Estt/Embz/CP/807-57, dated 12-3-1969.Sub.-Police Action in cases of embezzlement, theft, mis-appropriation etc. etc.It has been observed that correct procedure is not being followed in dealing with cases of embezzlement, mis-appropriation, theft, tampering with measurement books etc. Detailed instruction for regulating the enforcement of responsibility for losses etc. have been laid down in appendix II of the General Financial and Accounts Rules of the Rajasthan Government which should be scrupulously observed while dealing with such cases. The following further executive instructions have been issued by the Government vide their letter No. F. 16 (138) lrg/68, dated 2½2-1-69."Whenever such cases are detected, the appropriate step is to submit a detailed report to the District Magistrate. The district Magistrate consults the legal advisers and then decides the legal steps to be taken. The Irrigation authorities, should therefore, report the cases to the District Magistrate and abide by his decision.Some officer should be made responsible to pursue the case with the District Magistrate and supply all information required by him.When a case is sent up for trial before the Courts, some one must invariably be appointed as Officer-in-charge of the case.If the cases are put-up before criminal courts, prayer should be made to the court to pay the money of the department out of the fine realised from the accused in accordance with the provisions of section 545 of the code of Criminal Procedure.The possibility of recovering the amount from the person concerned should invariably be explored irrespective of the decision in criminal or departmental proceedings. All possible steps must be taken to recover the Government money.When cases are handed over to the Police for investigation close liasion should be kept with them by some responsible departmental officer who should provide all help and assistance required in expeditious completion of the investigation. Cases of delay and-in-action at the investigation stage should be taken up with the higher police officials.These instructions may please be brought to the notice of all concerned and compliance insisted upon. Action on these lines should be taken on all pending cases, including cases reported in the Audit Report 1966-67".In pursuance of the above directions from the Government, it is hereby ordered that Executive Engineer, Superintending Engineer or P.A. to Chief Engineer, Irrigation in whose office embezzlement, theft, mis-appropriation, etc. has taken place or may take place in future shall be the responsible officer to fulfil the above requirements. Action taken on each case should be reported briefly in the monthly return prescribed vide Standing Order No. 88 invariably.100. Standing Order
No. 30A/SA/1779, dated 8-8-1969.While scrutinizing the cases of time extension instances Have come into notice where recommendations of the forwarding officers are not convincing, and one is apt to conclude that hindrances advanced or the period thereof are incorrect and incoherent with the facts of the case. Varied reasons are put forwarded in support of the applied extension e.g. death of some close relation of the contractor, out break of epidemics, non- acquisition of land, late layouts by the department, meagre arrangements on the part of the department for dewatering etc. subsequent changes in design, incorporation of specifications other than mentioned in agreements, unexpected cloud bursts, execution of extra/additional items so on and so forth. No up to date record is maintained at any level whether any of the above reasons are registered from the very outest of the work with the duration pertaining to each hindrance. When the contractor applies for extension at the end of the work he mentions several hindrances in support of his application and the departmental officers have mostly to take their memory to recollect as to what the actual facts were. This results in subsequent querries and counter-querries and the case, which is received in this office (or subordinate office in case the time extension falls within their competence), paints a very unrealistic and illegal picture of the actual hindrances on the site. To put an example, in one case the contracted represented.101. Standing Order
No. 30A/SA/3130-32, dated 27-12-1969.Ref.-Your Letter No. 5089, dated 6-10-1969.I am directed to convey the instructions and proforma of register as under for compliance.Heading of Register:Name of works:2. Name of Contractor.
| 1. | Proforma: | |
| Period of hindrances and time involved withdates. | Nature and detailed reasons of hindrances | Whether the hindrances is due to fault of thecontractor or of Department |
| 1 | 2 | 3 |
| Dated initial of Engineering Subordinate | Dated initials of A.En./X. En. And S.E. Wheneverthey inspect the site. | Dated initial of the contractor or his authorisedagent |
| 4 | 5 | 6 |
2. When there are no hindrances then here will not be any entry.
3. The entries made by Engineering Subordinate may be countersigned may be counter signed by A. Eng. Xen and S.P. whenever they inspect the side and should be recorded in the register as and when the cause for doing so arises.
4. If there is a bonafide hindrance the same should be recorded irrespective of fact whether contractor applies or not.
5. Old cases are to be dealt with on their merits and should not be entered in the Register. Hosever, if they are in progress and hindrance occured after 1-10-1969 these should be recorded in the Register.
102. Standing Order
No. 59A/SA/104-105, dated 9-1-1970.The question of obtaining securities from Government servants required to handle cash and stores in the Irrigation Department has been gone into and it has been decided to fix the following security amounts for each class of the officials as mentioned below who are required to handle cash/stores in the Irrigation Department in terms of Government order No. F. 19 (12) F. 11/53, dated 1st March, 54.1. Cashiers and Store keepers Rs. 1,000 each.
2. Overseers and Assist. Store-Keeper Rs. 500 each
The deposit will be either in cash or in one of the forms prescribed in para 419 of General Financial and Accounts Rules.It is enjoined upon all concerned to note and compliance made accordingly.103. Standing Order
No. 380/A/SC/70/1083, dated 13-5-1970.Sub.-Quarterly return prescribed by the Finance Departmentregarding draft paras, objection book items, inspection reports,embezzlement cases, pay fixation cases and pension cases.The finance Department, Government of Rajasthan has ordered for submission to the Chief Accounts Officer, Rajasthan, Jaipur of a quarterly return of Draft paras, objection book items (Works and Establishment), Inspection Reports and Paras. Embezzlement cases, Pay fixation cases and pension cases indicating opening balances as at the beginning of financial year, additions during the quarter clearance during the quarter and balance at the end of every quarter.The existing returns prescribed under various standing orders do not show such progressive date of quarterly accumulations and clearance. It has, therefore, been decided that a separate return on the enclosed proforma shall be prepared and submitted by all Divisional Officers. Superintending Engineers including officers of the Design Direcgtorate, Dy. Director, Hydrology and T.A. to Chief Engineer, Irrigation by 15th April, 15th July, 15th October and 15th January.These statements will be received consolidated and submitted to the Chief Accounts Officer by the Inspection Section of the Head quarter's office. Pursuance of the cases shall continue to be done by the respective sections dealing with the subject, as usual viz:| (i) | Draft paras | Accounts Section |
| (ii) | O.B. Items | Inspection Section |
| (iii) | Inspection Reports | Inspection Section |
| (iv) | Pay Fixation Cases. | -do- |
| (v) | Embezzlement | Chambal Section |
| (vi) | Pension Cases | Establishment Section |
| Previous Return sent vide | |||||
| No. | Dated: | ||||
| Items | Fixation Cases | ||||
| UPS1950 | RPS1956 | RPS1966 | RPS1966 | NPS1969 | |
| 1 | 2 | 3 | 4 | 5 | 6 |
| (a) Position at the beginning of quarter. | |||||
| (b) Reed, during the quarter under report. | |||||
| (c) Total (a) and (b). | |||||
| (d) Clearance made during the quarter. | |||||
| (e) Balance at the end of Quarter. | |||||
| (f) Action taken for disposal of the remaining items. | |||||
| (g) Number and dates of personal contracts with names ofofficials attending offices of the A.G. during the quarter. | |||||
| (h) Complete details of 3 years old items and amount involvedtherein alongwith reasons for non-clearance (detail to beattached). |
| Draft Paras | O.B. Items (Works) | |||
| No. | Amount | S.Rs | Vrs. | For other reasons |
| 7 | 8 | 9 | 10 | 11 |
| O.B. Items (Works) | Inspection Report | |||
| S.Rs | Vrs. | For other reasons | Report | Paras |
| 12 | 13 | 14 | 15 | 16 |
| Embezzlement Cases | Pension Cases | ||
| No. | Amount | Retired up to 1-7-67 | Retired after 1-7-67 |
| 17 | 18 | 19 | 20 |
104. Standing Order
No. GS( 12) VC/66/748-754, dated 18-6-1970.Sub.-Quick disposal/finalisation of the cases received from the Rajasthan, Vigilance Commission.The following "Modes of Corruption" have been indicated to be prevelant in Government employees/Offices in the 1st report of Rajasthan Vigilance Commission with a view to take suitable steps to eradicate the same. As against this, the following modes of corruption are found to be relevant to the working of this department and after obtaining and considering suggestions from the subordinate offices, instructions mentioned against each mode of corruption are issued for strict compliance:-| Mode of Corruption1 | Check Measures2 |
| 22. Demanding bribe in Passing T.A. bills and Medical Bills. | A register of T.A./Medical Bills be maintained showing dateof receipt of the bills and date of passing the same by dealingclerk. A time limit of 7 days be fixed for disposal of suchbills. In case the controlling officers does not pass the T.A.and Medical bills in the prescribed time matter should bereported to the next higher authority. In case of persistant andintentional delays by the concerning controlling officerEngineer, Irrigation, for consideration in regard of action tobe taken. |
| 24. Embezzlement of Government Money by forgoing Signatures. | Signatures should be compared minutely. |
| 33. Making purchase against rules for wrongful gain. | No purchase should be made against rules and the order beplaced only with the Government approved dealers/reputed firms.It should be made incumbent in all offices to maintain lists ofapproved and well known dealers in various types of machineryand other articles and stock and quotations should invariably becalled from all such registered dealers unless the purchase ismade at D.G.S. and d. rates. It should also be certified by theofficer concerned that the articles purchased will be utilisedwithin a period of six months. |
| 34. Mis-appropriation of Government money in public works,nonpayment of daily wages to labourers, preparation of falseschedules. | Payment to daily labourer made only in the presence ofGazetted Officers. |
| 35. Claiming of false T.A. and D.A. | The claims be entertained only after due verification and ifcovered under rules. |
| 36. Mis-use of Government vehicles. | Vehicles should be used only for Government work and the LogBook of the Vehicle be filled in as soon as the journey iscompleted. |
| 37. Extracting illegal gratification for signing arrearbills. | Every arrear bill should be examined to determine whetherdelay in passing has occurred due to the fault of the payingauthority and his office. Intentional delays should be lookedinto and disciplinary' action taken against, the officialconcerned immediately. |
| 38. Cheating the Government by obtaining false house rentallowance | The certificate given by an official for house occupied byhim be got physically verified occasionally to prevent thefraudulant practice of submitting false receipts. |
| 39. Securing service by false certificates | In the event of suspicion with regard to correctness of theCertificate, a reference be made by appointing authority to theconcerned University/Board before appointment is given. |
| 44. Making Over-payment to Contractors for ulterrior motive. | Only exemplary punishments can eradicate.the evil. As such,immediate action under rules be taken against the delinquentsand matter brought to the notice Head Office at once. |
| 48. Harassing of cultivators by Irrigation Officials inrespect of supply of water etc. | Only exemplary' punishments can eradicate the evil. As such,immediate action under rules be taken against the delinquentsand matter brought to the notice of Head Office at once. |
| 50. Purchase of immovable property etc. without priorpermission | As per pension and conduct Rules such purchases can only bemade after obtaining permission of the Head of theDepartment/Government as the case may be and t he cases ofdefaulters be taken up immediately for disciplinary action underrules. The matter should be brought up to the notice of HeadOffice immediately, on occur-rance. |
| 52. Moral turpitude | - |
| 53. Abuse of official position for giving benefit to arelation | The officers holding/supervisory posts should not haveofficial dealings with their relatives. |
| 54. Abuse of official position by forgoing purchasing ordersfor illegal gains. | Purchases should only be made for essential requirements andafter obtaining sanction of the competent authority. |
104A. Standing Order
D.O. No. GS (12)/VC/72/IV/1255, dated 2-11-1972.Sub.-VIth Report of Rajasthan Vigilance Commission.Vide Standing Order No. 104 issued under this office No. GS(12) VC/66/748-754, dated 18-6-70 (copy enclosed) several modes of corruption with measures to avoid corruption amongst Government employees in the department were indicated. The Vegilance Commission in their VI Report (para 77) have again mentioned several modes of corruption out of which the following four modes may relate to this Department also and you are, requested to keep special watch in the cases where there appear any likelihood of such cases in your office as well as in any of the subordinate offices under your charge.1. Manipulation of Muster Rolls, Measurement Book and other record of work.
2. Conveying with contractors in the use of sub-standard material or relaxation of rules or specifications or making over payments with improper motives.
3. Misuse or diversion of material for personal gain or advantage.
4. Manipulation of medical reimbursement claims by Government employees with a medical officers and or druggists and chemists.
105. Standing Order
No. DE/3739-41, dated 21-8-1971.It has been observed that suspension cases are not receiving the attention which they deserve, Government attaches great importance to the cases of this nature thereby requiring prompt disposal at all levels. Contrary to this, it has been noted that cases of this nature are delayed abnormally covering a period of years.This type of negligence in such important cases involving government loss does not reflect well on the Department and more specially on the Head Office which has to deal with the Government. In order to effect expeditious disposal and to achieve immediate results in such cases it is enjoined upon all concerned that prompt disposal of such cases should be ensured at all levels for which a special watch should be kept in dealing with such cases and all such cases should be dealt with on "PRIORITY" basis.It is further emphasized upon all concerned that any violation of these instructions would be viewed seriously and may be followed by taking disciplinary action against the defaulters.106. Standing Order
No. 30-A/SA/Irrig/4475, dated 21-8-1971.Attention is invited to para 179 of P.W.F. and A. rules wherein it has been provided that the purchases of the stores or materials far in advance or in excess of requirements is likely the result both in direct and indirect loss to the Government and should be avoided. With a view to eliminate the probabilities of excess purchases, it has been decided that the purchase programme of each Division shall be scrutinised by the Superintending Engineer with reference to budget allocation each year latest by the end of April. He will forward his recommendations to this office for approval and the final approval thereof will be conveyed by this office within 4 to 6 weeks. Purchases will be made by the officers competent in accordance with schedule of powers subject to the rules and regulations and orders issued on this subject from time to time by the Government and this Department.The items for which the purchase programmes will require the approval of this office are given in the appendix (A) to this standing order. The recommendations of the Superintending Engineer will be sent in the proforma enclosed as Appendix (E) attached herewith.Variations in the approved purchase programme may be done by the Superintending Engineers of the extent of 5% of the quantities in emergency. These variations should, however, be got approved from this office immediately. Proposals for 1971-72 should be sent now within 4 weeks by the Superintending Engineers.In future, purchases made by the Divisional Officers in excess of requirements will be viewed seriously and the officers concerned will render themselves liable to administrative action.List of items for which purchase programme will be approved by the Office of the Chief Engineer, Irrigation.1. G.I. Pipes and Hose Pipes.
2. Pumping Sets.
3. Tractors, Trolleys and Trucks.
4. Sluice Gates.
5. Ordinary T and P exceeding Rs. 10,000/-in a year.
6. Cement.
7. Spare parts of the vehicles exceeding Rs. 2,500/-in a year.
8. Iron steel.
9. Cement pipes.
10. Building material exceeding Rs. 20,000/-.
Appendix (B)Purchase Programme for the year..........Head of Account:-Sanctioned grants of the Divisions:I-Works:Works:III T & PIV Suspense| S. No. | Name of the Article | Existing quantity | Requirements of the year | |
| (i) Serviceable | (ii) Unserviceable | |||
| 1 | 2 | 3 | 4 | |
| Quantity to be purchased | Probable price per unit | Total cost | Recommendations of the S.E. | Remarks |
| 5 | 6 | 7 | 8 | 9 |
107. Standing Order
No. 30A/SA/7405, dated 30-12-1971.Attention in invited t o Appendix VII of the P.W.F. & A. Rules wherein rules for the execution of works on work order in the Irrigation branch have been laid down. The rules laid down are to be read with reference to the delegations made in the item No. 23 of the schedule of powers which lays down that delegation is to be exercised where no tenders are received.It has been brought to my notice that the Divisional Officers are issuing work orders for works which do not fall under rule 2(c) and (d) of the rules contained in Appendix VII. Besides rule 4 is also not being observed by the Divisional Officers. Work orders are also being issued in respect of works for which tenders sire received and also where tenders have not been invited at all.While individual cases wherein these lapses have been noticed will be dealt with according to rules, it is enjoined on all the Divisional Officers that the provision contained in these rules should be scrupulously followed and there should not arise any occassion for non-observance of these rules. Any breach of these rules and the delegations made by the Government if brought to the notice of this Department will render the Divisional Officers concerned liable to appropriate administrative action.Rule 3 of these rules provide that if urgency of a project requires the work to be commenced forthwith before acceptance of the tender and contract documents by competent authority the work for recorded reasons and under the written orders of the Divisional Officer can be started temporarily on a price work agreement. The rule also provides for the personnel responsibility of the Divisional officer for getting contract bond completed and signed with the least possible delay. Instances have come to my notice wherein the Divisional Officers taking shelter under this rule have got works executed and have not cared to get the tenders and contract documents etc. approved by the competent authority. Even by the time of the completion of the work, tenders were not accepted in many cases.In all such cases, it is enjoined for future that no works should be commenced until written orders are conveyed by the competent authority for getting the work executed on piece work agreements pending sanctions for acceptance of tenders by that authority. Besides, it will be the duty of the Divisional Officer to inform the competent authority when the work has exceeded the limit of Rs. 10,000/- for conveying acceptance of the tender promptly and in case there is likely to be any delay further in this respect, he should seek instructions for continuance of the work after a liability of 10,000/-has been incurred.It is also enjoined on the Divisional Officers that invitations of tenders without sanction to estimates should be avoided because unless the estimates are approved tenders can not be accepted.108. Standing Order
No. 1023, dated 8-2-1972.At present there is no Register in the Divisional Offices where in the details of purchases made could be referred at a glance.It has, therefore, been decided that a purchase order register should be maintained in each Division. The proforma in which this register is to be maintained is enclosed.Divisional Officers will ensure that this Register is maintained up-to-date and made available to the Inspecting Officers at the time of their visit.Proforma:Purchase Order Register| S. No. | No. and Date of the Order | Name of the Firm | Materials ordered | Specification |
| 1 | 2 | 3 | 4 | 5 |
| Quantity | Rate | Amount | Ref. Of sanctioned Estimate |
| 6 | 7 | 8 | 9 |
| Period Delivery | Date of delivery | Vr. No. & Date of payment | Initials of the Divisional Accountant |
109. Standing Order
No. 380/A/SC/1416, dated 17-7-1972.It has been observed that the quarterly return prescribed in the standing order No. 103 issued vide this office No. 380A/SC/1083, dated 13-5-70 is not received in this office on due dates, as a result of which the quarterly return to be submitted to the Chief Accounts Officer, Rajasthan, Jaipur and Finance Department is either delayed or sent incomplete. Such delays and incomplete submission of Return has been commented upon adversely by the Chief Accounts Officer and the Government.It is, therefore, again requested that the quarterly return prescribed in Standing Order No. 103 should in future be sent to this office on due dates.109A. Standing Order
No. 1812-1816, dated 14-5-1973.It has been noticed that departmental Vehicles/machinery given to the contractor/other Departments on hire, remains idle on Gazetted Holidays other than Weekly off and or due to rain but no hire charges are claimed from the contractors/other departments for the days vehicle/machinery remains idle, the matter has been examined and it has been held that since machinery/vehicle, when lent on hire, remains under the custody of the contractor/other Department charges for such Idle period should be recovered.It is therefore, enjoined upon all the Superintending Engineers/Executive Engineers to see that hire charges of the Vehicles/machinery, are claimed from the Contractors/other Departments for the days the Vehicles/machinery remains idle due to Gazetted holidays/rains or any other reasons except weekly off or due to breakdown of the machinery.110. Standing Order
No. Estt/GTD/Misc/4050-58, dated 17-4-1974.It has been observed that officials/officers of the department apply for different types of leave after issue of transfer order, even after their being relieved on transfer Government orders are very clear on the subject and in accordance with such orders such officials/officers can apply for leave only after joining at the place of new posting and accordingly they cannot apply for/avail leave after relief in the office from where they have since been relieved. In effect no leave can be granted/ availed during transit.It is, therefore, enjoined upon all concerned that leave applications from such officials/officers should not be entertained by the office from where they have been relieved and alone the office where they are required to report for duty should not entertain their applications unless they have reported for duty report.All concerned will, therefore,, please ensure that above instructions, covered under rules, are strictly adhered to.111. Standing Order
No. T/GP/240/250, dated 3-6-1974.It. has been noticed that many irrigation structures viz. Bunds & Canals, Bridges, Aquesducts, escapes, canal regulators, regulation gates, etc. stand in need of repairs. The officers who are presently incharge of such structures are generally not fully aware of the exact extent of the damage and the exact factors which contributed to these damages. Scientific investigations at the stage are some times necessary in order to evaluate the extent of damage and to decide the remedials as well as oreventive measures required in future. Much of the labour required to do such investigations could have been saved and corrective as well as remedial measures could have been saved and corrective as well as remedial measures could have been taken much earlier had a proper history of behaviour of each structure been maintained. It has been noticed that the predecessors of the present officers incharge of these structures have not left any notes mentioning as to how the structures got damaged and what repair work is required and what had already been done by the predecessors towards investigations and evaluating the remedial measures thereof. In order to ensure efficient maintenance of irrigation works, the following instructions are laid down for guidance and compliance of all concerned:1. While handing over charges, every Assistant Engineer, Executive Engineer & Superintending Engineer should prepare a handing over note mentioning specifically the existing conditions of all major irrigation structures and if any of them are in damaged condition, the causes and circumstances leading to the damage, investigation made for working out designs of remedical measures, the remedical measures already executed and those remaining to be taken, for the guidance of the succeeding officer.
2. There should be opened a separate file on the history of each major irrigation structure containing its completion drawing showing thereon various changes made from time to time in the structure. Wherever any damages or changes in the behaviour of the structure occur, these should be recorded in the file and all technical data in connection with the factors leading to the damage etc. as well as in connection with the remedial measures taken should be given inveriably, such identical file should be in all the sub-divisions as well as Divisional offices and while inspecting the sub-Divisional office every Executive engineer, should record a perse of this inspection in each such file. Similarly, while inspecting Divisional offices, all the respective Superintending Engineers should record their notes in all such files of the Divisional offices.
3. In case of bunds, regular daily discharge data of inflow and outflow should be maintained, in a separate register so that the total availability of water vis-a-vis the quantum being used and the quantum if water available surplus may be assessed when so, required beside serving many other useful purposes.
All concerned should strictly follow the above instructions and non-compliance be strictly viewed.112. Standing Order
No. Estt/GTD/Misc/11915-18, dated 17-10-1974.In addition tot he leave cases covered under standing order No. 109, issued under this office No. Estt/GTD/Misc/4050-58 dated 17-4-1974 the following categories of leave cases have also come to the notice of this office.1. Government servants keep away from duty without applying for leave or without obtaining prior permission/sanction of the competent authority.
2. Medical certificate is not furnished while proceeding on medical leave and medical certificate is submitted alongwith fitness certificate availing after leave while the two certificates are required to be submitted in separate prescribed forms as per rules 76 & 83 of R.S.R.
It is, therefore, enjoined upon all concerned that while sanctioning leave in such case, the competent authorities should ensure proper application of rules while sanctioning leave or while recommending cases of leave to this office in order to plug a violation of rules.113.
- dk;kZy; vkns'kbl dk;kZy; ds LFkk;h vkns'k dzekad 102 tks fd dzekad 59 ,&,l ,&104] fnukad 9&1&70 }kjk tkjh gqvk gS] ds vuqdze esa flapkbZ foHkkx esa ftl izdkj] [ktkaph HkaMkjh dks dks"k o HkaMkj dk dk;ZHkkj lEHkkyus ds fy, fu/kkZfjr tekur foHkkx ds ikl tek djkus dk fu;e gS] mlh izdkj izR;sd flapkbZ iVokjh dks fcuk tekur nks lkS :i;k o nks gtkj dk isMsfyVh cksUM ;k vU; izdkj dh leL;k mDr ,oa ys[kk fu;eksa esa izko/kku gS] tek djkuk iMsxhA ;g Lohd`fr isMsfyVh cksUM fMohtuy dsuky vkWfQlj dh futh ns[k&js[k esa lqjf{kr jgsxk o cksUM dk le; ij uohuhdj.k djkus dh ftEesnkjh Lo;a iVokjh ij gksxhA;fn mDr nLrkost dh vof/k dk uohuhdj.k djus dh dk;Zokgh lEcfU/kr deZpkjh 15 fnu iwoZ vkjEHk ugha djsxk rks mlds fo:) vuq'kklukRed dk;Zokgh djus dk mRrjnkf;Ro dk;kZy; vf/kdkjh ij gksxkA114. Standing Order
No. 1138, dated 13-5-1978.Inspite of clear instructions issued vide this office order No. T/26/A/1108, dated 27-6-62 and XV/Misc/30/74/3395-406 dated 12-6- 74 the tour programmes and inspection notes are not submitted well in time before submission of T.A. bills for countersignatures but the compliance of this office circular is not being made by the Superintending Engineers and Executive Engineers except in few. Now it is again enjoined upon all the officers to submit their tour programmes well in time and inspection notes before submission of the T.A. bills for countersignatures failing which the T.A. claims will not be countersigned.115.
- dk;kZy; vkns'kizk;% ;g ns[kus esa vk;k gS fd bl foHkkx ds v/khuLFk dk;kZy; esa fufonkvksa ds lkFk /kjksgj jkf'k Bsdsnkjksa o QeksZa }kjk tek ugha gksrh gSA/kjksgj jkf'k tek ugha gksus ds dkj.k Bsdsnkjksa ls dk;Z djokus o QeksZa ls lkeku dz; djus esa foHkkx dks cgqr lh fnDdrsa mBkuh iM+rh gSA dHkh&dHkh rks ,sls ekeyksa esa cgqr vkfFkZd gkfu Hkh mBkuh iM+rh gS ,oa Bsdsnkj vkfn 'kjkQrukek Hkjus ok dk;Z djus ls badkj dj nsrs gSa vr% ;g vkns'k fn;s tkrs gSa fd Hkfo"; esa fufonkvksa ds lkFk ,sls lHkh Bsdsnkjksa o QeksZa ls tks bl foHkkx esa iathd`r ugha gksa o vxj iathd`r gks ijUrq fu;ekuqlkj ml dk;Z djus ds vUrxZr u vkrs gksa] /kjksgj jkf'k tek djokbZ tkuh pkfg;sAtu lkoZtfud fuekZ.k fofRr; ys[kk fu;e 362 ds vuqlkj fcuk /kjksgj jkf'k ds fufonkvksa ij dksbZ fopkj ugha gksuk pkfg;sAmijksDr vkns'kksa dk dBksjrk ls ikyu gksuk pkfg;sA116. Standing Order
No. A/S/A/1055, dated 2-3-1975.Sub.-Quotation/Tender for Supply of Materials.During the course of inspection, it has been observed that while issuing quotation tender for supply of material neither uniform procedure is adopted nor provisions laid down in appendix XVA of G.F. & A.R. are followed strictly, which is irregular and leads to the audit objections.Open tenders, should always be obtained for the amount more than Rs. 2,000/- and limited tenders should only be obtained in case of material costing less than Rs. 2000/-.1. The notice inviting tenders/quotations must be issued in the proforma Annexure 'A' given on page 429 of G.F. & A.R.
2. The tender/quotations must be in proforma Annexure 'B' given on page 430 of G.F. & A.R. and terms and conditions must be as given in Annexure 'C' page 431 to 435 of G.F. & A.R. The agreement may please be got executed in all the cases except small purchases not exceeding Rs. 200/-.
3. Purchase should not be spilt up and should not exceed in quantity for more than the occassion demands.
4. The notice for inviting tenders/quotations should only be issued when there is a proper and suitable demand from the sub- division or from the Incharge stores and it is approved by the Divisional officer, the Assistant Engineer may not be allowed to issue NIT as the list of registered firms is not kept there and financial adviser is not available with him.
5. Full specification of material and total No. of quantity required should be mentioned in the NIT. The N.I.T. should be issued only after consolidating the requirement and wide publicity should be given by giving in leading news. Papers and well as to all leading suppliers and placing on notice board at different important places.
6. The list of leading suppliers for each type of store items be maintained in a register and kept in the Division duly initialled by the Divisional Officer. The proper office order be issued with whom this register will be kept duly page numbered. Such register be prepared by 31-3-75 and report may please be sent to this office. In case of Jeep, Trucks and other genuine parts supplier's name may be obtained from the manufacturer.
7. All the tenders/quotations must be entered in the register immediately as soon as they are received. They should be kept duly page numbered with some responsible financial official and a proper office order be issued as to by whom the register is to be kept. In the register the signature of the representative of the firm, Divisional Accountants and Executive Engineers should be obtained in that Register.
8. Earnest money must always be obtained without which no tenders are to be accepted.
9. Sufficient time should be allowed for receipt of tender, which is fixed as under:-
| Cost of Materials | Time limit to be given in N.I.T. | Cost of quotation/tender form |
| 1. Upto Rs. 2000/- | 7 days | 1.00 |
| 2. Exceeding Rs. 2,000/- but not more than Rs.20,000/- | 15 days | 2.00 |
| 3. Exceeding Rs. 20,000/- but not more than Rs.30,000/- | 21 days | 3.00 |
| 4. Exceeding Rs. 30,000/- | One month | 4.00 |
10. A proper supply order should be placed giving full details of specification and rates. It should be binding on supplier to supply the material within the specified date and thereafter there should be a penalty clause.
11. All materials received should be examined properly, some suitable Asstt. Engineer should be made incharge of stores and he should record the certificate in the following language:
"Received the material as detailed above mentioned in the bill in correct and good conditions. The material has been accounted/measured/weighed and found in accordance with specifications detailed in supply order. Entered in stock register on page No.. at S. No..............Store Keeper. Officer InchargeThe receipt of the circular may please be sent.117. Standing Order
No. Ins. F.6/112, Sr. F/Insp./2250, dated 6-8-1975vf/k'kklh vfHk;Urk flapkbZ o`Rr] mn;iqjfo"k; %& ys[k iz.kkyh dk foHkkxh; fujh{k.k ny }kjk fujh{k.kfujh{k.k ds le; izk;% ;g ns[kus esa vkrk gS fd fujh{k.k ny ds le{k ys[kk fjdkMZ izLrqr ugha fd;k tkrk gSA vr% lqfo/kk ds fy;s ys[kk fjdkMZ e; mldh fLFkfr ds lkFk layXu izksQksekZ esa fujh{k.k ny dks izLrqr djuk gSAfujh{k.k ny dks vkids dk;kZy; esa igqWapus ds mijkUr vkidks lwph dkye la[;k nks Hkj dj fujh{k.k ds izFke fnu nsuh gksxhA lkFk gh tks LVsVesaV fuf'pr fd;s x;s gSa mUgsa Hkh iwoZ esa gh rS;kj dj fujh{k.k ny dks izLrqr djus gksaxs ftlls fujh{k.k ny dk le; u"V u gksAProforma of Accounts record to be inspected by the internal check party enclosed here with:Accounts Record to be Inspected by the Internal Check Party| Name of the Division :Party Consisting of :Period ofInspection : | ||
| P.W. Records | Remarks of Division Officewhethermaintained or not maintainedtogether with the reasons fornon-maintenance. | Para No. of the Inspection reportbe noted if there is anyobservations, forobservation pl. see para No. |
1. Cash Book P.W.A. 1 C.I.T.R. 101 including form 51
2. (a) Register of Cheque/Receipt book PWA 52.
3. Register of M.B. form-92.
4. Register of Muster-roll (F.D.
Order No. F. 3 (39) FD/Exp. III/70 dated 30-5-1971.5. Register of work:
Major works form-40Minor works form-416. Contractor ledger form 43
7. Register of Securities form 85 (reviewed by Divisional Officer or not).
8. Suspense Register form 67:
1. Purpose
2. Misc. P.W. Adv. 70.
3. Suspense stock form 8-9-10 & 12
4. Register of manufacture 42
5. Stores.
6. Tools & Plants register form 15 part I & II.
9. Deposit Register 67
10. Register of rent of building and land form 49
11. Register of check measurement,
Standing Order No. 5412. Purchase register standing order No. 107
13. Register of fixed charges for M. 56
14. Register of undisbursed wages from 21-A
15. Register of sanction to Estimates
16. Register of Misc. Sanction form 59
17. Register of work order
18. Register of M.A.S. Accounts (form-35)
19. Register of Cash Settlement
20. Register of M.A.S. Accounts (form 35).
21. Statement of standing imprest and temp, advance with subordinates in form 5 Part II as on 31st March and as on the previous month of the internal check in case of outstanding more than six months reasons to be recorded by the divisions.
22. Register of Indents form-7A.
23. Sale Account P.W. 19.
24. Register of Revenue Realised-46.
25. Register of Misc. Recoveries-95.
26. Register of transfer await.ed-57.
27. Register of Destruction of records-97.
Register As Per G.F. & A.R.1. Cash book G.A.-48
2. Encashment Register G.A.-173.
3. Bill Register G.-59.
4. Register showing receipt and disposal of cheques drafts, postal order and M.O.'s G.A.-51.
5. Register of each challan G.A.-58.
6. Register of Retrenchment G.A.-60.
7. Register of special Recoveries g.a.-61.
8. Register of pay & allowance drawn by Gazetted Officers G.A.- 73.
9. Establishment register G.A.-74.
10. Register of T.A. Bill G.A.-98.
11. Register of periodical increment G.A.-102.
12. Register of un-disbursed pay & allowance G.A.-102.
13. Register of payment made by P.O./ M.O./Bank Draft-G.A.-130.
14. Register of contingent charges G.A.-104.
15. Stock Register of Stamp Postage-G.A.-l 14.
16. Register of Medical reimbursement.
17. Register of postage stamps used and their balance G.A.-115.
18. Register of trunk calls G.A.-l 15.
19. Register of showing receipt & disposal of application of pension G.A.-152.
20. Loans & Advances Register G.A.-l 85.
21. Loans & Advance Individual ledger A/c. G.A.-156.
22. Register of Casual Leave G.A.-160.
23. Stationary register G.A.-161.
24. Dead stock register G.A.-l62.
25. Register of defalcation cases G.A.-163.
26. Register of deposit G. A.-171.
27. Register of Service Book &
Service Roll G.A.-201.28. Register of Grants G.A.-12.
29. Register of grant of app. & Modification G.A.-l 1.
30. Register for watching receipt & disposal of Grs. of Government Servants G.A.-42.
Misc. Registers:1. Register of black listed firms.
2. Register of O.E. Items. f.D. No. 9.
3. Register of Rate Contract.
4. Register of Inspection Report & their disposal. F.D. No. F. 9(8) FD/A & 1/66, dated 5-8-1969.
5. Quarterly return (Standing Order No. 103)
6. Register of Draft Paras.
7. Register of News Papers.
8. Register of enlistment of contractor/ suppliers.
9. Monthly remittance Return-Standing Order No. 91.
118. Standing Order
No. F. (9)/Instructions/75/419 to 478, dated 12-1-1976.It has been noticed that appropriate action on cases of losses of stores and T & P articles on account of shortages found during physical verification and hading over charge by one store keeper to other store keeper is not taken at sub-division/Division & Circle levels.The following directions are issued for appropriate action to be taken in such matters.119. Standing Order
No. F. 9(1)(43) Misc/PWA/76 Return/950-54, dated 12-2-1976.It has been noticed that huge amounts about 50 lacs have been lying as misc. PW. Advances in various divisions against Executive-engineers, Assistant Engineers, Jr. Engineers, contractors and other officials since last several years, awaiting clearance and adjustment. In absence of appropriate action on their clearance, amount is being added day to day. This tent-amounts to serious financial irregularity.In order to clear the misc. PW. Advances and to check such advances in future, the following directions are given. These directions are to be complied with strictly.| Category of item | Opening balances (as on 1-1-76 for the 1streturn | Newly added items during the quarter in question | Total items (Col. 2+3) | Items cleared during the quarter in question | Closing Balances | ||
| No. of items | Total Amount | No. of items | Total Amount | No. of items | Total Amount | No. of items | Total Amount |
| 1 | 2 | 3 | 4 | 5 | 6 | ||
| 1. Misc. PW Advance on Account of losses &Misc. Appropriation. | |||||||
| 2. Misc. PW Advance on account of personalcharges. | |||||||
| 3. Misc. PW advance on account of imprest &Temp, advances. | |||||||
| 4. Misc. PW advances against contractors &suppliers. | |||||||
| 5. Misc. PW advances against A.Ens/J-Ens. for wantof sanction. |
120. Standing Order
No. 30A/SA/7013-7068, dated 13-2-1976.Attention is invited to para 318 and 375(a) of P.W. & Financial Accounts Rules wherein it has been prescribed that no works shall be commenced unless a properly detailed design and estimate have been sanctioned by competent authority.It has been noticed that tenders are generally invited by the Divisional offices, without sanction of technical estimate which results delay in sanction of tenders.It is, therefore, enjoined upon all the subordinate offices of this Department that proper detailed design and estimate should be got sanctioned technically first from the competent authority before inviting tenders and allotting the work to contractors.121. Standing Order
No. F. 9(1) Insp/76/1026, dated 16-2-1976.In accordance with para 758 of P.W. & A.R. Schedule of monthly settlement with treasuries in form No. 51 (with supporting consolidated Treasury Receipt & Certificates of issues, signed by Treasury Officers) is required to be sent to Accountant General, Rajasthan, Jaipur with the monthly account it is observed that the same is not being sent regularly by the Divisional officers. Non-preparation timely non-submission of fonn No. 51 may result in cases of mis-appropriations.It is, therefore, enjoined that Divisional Officer should ensure that form 51 duly completed is sent to Accountant General Rajasthan, Jaipur alongwith the monthly account. It is also to the ensured by the Divisional Officers that in respect of amount of challans not verified by the Treasury Officer, it should be got verified from Treasury Officer that the amount has actually been remitted to treasury but in the head other than the head of concerned division. In such cases, action for transfer by sending requisition for transfer to Treasury Officer is to be taken early. If amount of challans not found remitted at all in Government Treasury, immediate action considering it as mis- appropriation of the earnest out money is to be taken.Omission in this regard will be viewed seriously.122. Standing Order
No. F. 9( 1)(4) Insp/76/1100, dated 23-2-1976.It has been brought to notice that the provision of para 474 and 475 of P.W.F. & A.R. are not being complied with regards to preparation and submission of material at site accounts. In absence of which there are chances of losses and likely mis- appropriations of stores articles and actual position of such cases cannot be ascertaining without MAS accounts. The following instructions are, therefore, issued to get timely preparation and submission of MAS accounts.1. Salaries of Jr. Engineers should be drawn by Assistant Engineer when proper MAS accounts are received for the last months from them. Action under rule 17 of C.C.A. rules should be initiated against those Jr. Engineer who repeatedly fail to submit M.A.S. Accounts. Their efficiency, should also be assessed on this account.
2. M.A.S. accounts are to be prepared in form No. 35 and 35A. If Jr. Engineer feel difficulty in preparing the same, Divisional Accountant should be sent to guide them at a time in sub-division office by calling all such Jr. Engineers.
3. Assistant Engineers should see that MAS accounts are prepared by the Jr. Engineers. There after they are submitted to Divisional Office in time after necessary checking. Efficiency of Assistant Engineer and sub-divisional clerk should be assessed on this account. Assistant Engineer should submit a monthly certificate to Divisional Office regarding preparation to M.A.S. Accounts from Jr. Engineers and their transmission to division office.
4. Executive Engineer should see that M.A.S. accounts and regularly received and checked in division Office and register in form No. 38 is maintained. Divisional Account be made responsible for timely completion of this work.
5. Divisional Officers should submit monthly certificate to this office by 25th of next month that M.A.S. account from all sections and sub-divisions have been received and they have been checked in division office alongwith maintenance of register in form 38 after appropriate checking.
6. During inspection, S.E, should see that compliance of the above instructions is made and he will mention the same in his inspection report. Similarly Executive Engineer and Assistant Engineers while inspecting the sub-divisions and sections, should see compliance of this item. In the inspection report of S.E., X. En. and A. En. a para on this point should be added.
Omissions of the above instructions will be dealt strictly.123. Standing Order
No. F. 9(l)(3)/Insp/76/1388-1440, dated 9-3-1976.It has been noticed that proper accounts of stock & T & P articles are not being maintained in the Divisional, Sub- Divisional Offices and by Junior Engineers in prescribed form Nos. 12 & 15. Due to non-maintenance of proper store accounts there are chances of misappropriations, losses and shortage in store and T & P. The following instructions are, therefore, issued which are to be complied with strictly:-124. Store Indents
| No. | Government of |
| Date | Stores Indent on X. Dn. |
| Division |
| S. No. | Description of stores | Code No. | Quantity indented | Quty. issued |
| 1 | 2 | 3 | 4 | 5 |
| Unit | Rate | Value | Head of Actt. | Name of work (with name from whom value isrecoverable |
| 6 | 7 | 8 | 9 | 10 |
| Name of the person to whom the store are to bedelivered and his Sign | Dated signatures of indenter and his designation(Dn. Sub-Dn. officer) | Issued on signature Designation | Recd. Signatures Designation |
| 11 | 12 | 13 | 14 |
| Bin Card No. Store Keeper Signature S.O. | Ledger Folio No. & S. No. of item LedgerKeeper Dnl. Accountant | Remarks, if any |
| 15 | 16 | 17 |
| Dn. | |
| Sub-Dn. | Name of supplier |
| Section |
| S. No. | Date | Invoice/RR No. | Purchase supply order No./Dt. | Description of materials |
| 1 | 2 | 3 | 4 | 5 |
| Stores Code No. | Quantity | Unit | Rate | Amount |
| Incidental charges | Amount including incidental charges | Bin card No. | Store Ledegr Folio No. |
| 11 | 12 | 13 | 14 |
| Reference to Payment Vr. Or adjustment of debit. | Remarks including results of test check bysperior officer | |
| No. | Date | |
| 15A | 15B | 16 |
2. The articles falling under each sub-head of stock should be grouped together or entered on separate sheets.
Form 12Priced Stores Ledger| Sub-Dn. | Article | |
| Section | Maximum | |
| Minimum | ||
| Ordering level | ||
| Code No. | ||
| Unit | ||
| Issue rate Rs. from |
| S. No. | Date | From whom recd. To whom issued | GRS/Indent No. |
| 1 | 2 | 3 | 4 |
| Receipts | ||||
| Quty. | Rate | Value | Incidental | Total |
| 5A | 5B | 5C | 5D | 5E |
| Issue | Balance | Reference to payment or adjustment of debt | |||
| Quty. | Value | Quty. | Value | Vr. TEO. | Date |
| 6A | 6B | 7A | 7B | 8A | 8B |
| Initials of poster | Initials of the Dn. Accountant | Remarks including reference to serial No. of itemto which excess/short amount paid if any relates |
| 9 | 10 | 11 |
Part II – {|
|-| S. No.| Name of Persons or Dn.| Name of Article| Issued|-| Date of issue| Issued|-| 1| 2| 3| 4| 4A|-||||||}| Receipt | Balance | Initials Sub-Dnl. Clerk | Remarks | |
| Date of receipt | Recd. back | |||
| 5A | 5B | 6 | 7 | 8 |
125. Standing Order
No. F. 9(4) Cir (i) GF and AR (ii)/1442-43, dated 9-3-1976.Sub.-Annual Certificate of Physical Verification of Stores.It has been noticed that the annual certificate of physical verification of Stores (Stock and T & P) Articles is not being furnished to this office as well to the Chief Actt. Officer, Rajasthan, Jaipur as required under note 4 below rule 259 of GE and AR. It is, therefore, enjoined upon all the divisional and circle officers to please see that the annual physical verification certificates in respect of the years 1973-74, 1974-75 should be furnished to this office and the Chief Accounts Officer, Rajasthan, Jaipur within 10 days.In case physical verification was not done in 1973-74/1974-75, intimation for the same be sent. It is necessary to get physical verification of stock & T & P articles of the Divisional, Sub-division and Sectional Stores once a year. This physical verification for the year 1975-76 should be completed by 31st March, 76 and the result of physical verification should be sent to this office in respect of each store in the following proforma:-Proforma| S. No. | Date of physical verification | Balance as per Stock/T&PRegister/Ledger/Annual/Half Yearly Return | Balance actually found on physical verification |
| 1 | 2 | 3 | 4 |
| Shortage/excess | Approx. cost of Articles found short or excess | Name of store keeper or custodian of stores | Remarks |
| 5 | 6 | 7 | 8 |