Section 20 in Punjab Panchayat Samitis and Zila Parishads Finance, Budget and Accounts Rules, 2014
20. Cash Book.
(1)All money received or spent by or on behalf of the and Panchayat Samiti or the Zila Parishad shall without any reservation be brought to account in the cash book to be maintained in Form FBA-2 and attested by the Executive Officer or the Chief Executive Officer, as the case may be. Sufficient details should be given in the column `Particulars' to admit the main points of each transaction being readily ascertained without reference to the detailed voucher or challan. No amount received, shall directly be used for payment rather should be deposited in the bank by taking into accounts in the cash book.(2)At the close of the day while signing the Cash Book, the Executive Officer or the Chief Executive Officer, as the case may be, should see that the receipts collected during the day are credited into the Treasury or and on the same day or on morning of the following working day with a Challan in Form FBA-3 or Bank voucher. When the money is paid into the treasury, the Executive Officer or the Chief Executive Officer making such payment shall compare the Treasury Officer's receipt on the Challan or Bank receipt with the entry made in the Cash Book before attesting it,(3)The amount remitted into the Treasury or the bank in cash should be entered on the payment side of the Cash book in the `Cash' column and on the receipt side in the 'Treasury' column.(4)When money is received into the fund by Book Transfer credit, its receipt shall be entered in the Cash Book by indicating 'By transfer credit' in particular columns and showing the amount under Treasury column of the Cash Book. All the dues of the Panchayat Samiti or the Zila Parishad tendered by third party shall be dealt with similarly into the Treasury' or bank direct.(5)When a cheque is drawn by the Executive Officer or the Chief Executive Officer in favour of 'Self in order to replenish the Cash Chest or for payment to third party direct, its amount should, at once, be entered as receipt or payment, as the case may be, irrespective of the date of its encashment.(6)The Cash Book shall on each day be closed, balanced, checked and signed by the Executive Officer or the Chief Executive Officer, as the case may he in token of check.(7)(a)If the cheque is cancelled before the cash transaction of the day in which it was issued, have been totaled the entry in the Cash Book shall be struck out in red ink under initials of the Executive Officer or the Chief Executive Officer, as the case may be, with a note that the cheque has been cancelled;(b)If, however, the Cash Book has been totaled and the correction is required to be made at any time with in the same financial year in which the cheque was issued, it should be posted on the payment side of the Cash Rook in the Treasury column as a minus entry under the Head of expenditure to which it was originally charged; and(c)If the correction is required to be made in the year subsequent to that in which the cheque was issued, the amount of the cancelled cheque should be credited in the Cash Book in the Treasury column' as 'Refund of the Expenditure of previous year'(8)At the end of the each month, the Executive Officer or the Chief Executive Officer, as the case may he, shall,-(a)verify the cash balance in the chest with the cash balance in 'Cash' column on receipt side of the Cash Book and give a certificate as under:-" Certified that cash balance in the chest has beer checked and was found to be rupees------which is tallied with the balance shown in the cash column of the cash book";(b)also compare every item of the receipt and expenditure as shown in the treasury pass book with the relevant entries of the corresponding month in the cash book.The difference, if there be any, shall be explained and accounted for in a footnote in the Cash Book in the manner indicated below;-Balance as per Treasury column of the Cash Book rupees. ------(i)Add amount of cheques (detailed below) issued but not cashed rupees.-----------(1)(2)(ii)minus amount of cheques (detailed below) given to Treasury or Bank for collection, Credit of which is still awaited=rupees _________Balance a pet Pass Book =rupees._____________________Note 1:A surprise check shall also be made by the Executive Officer or the Chief Executive Officer, as the case may be, once or twice a month in order to ensure that cash in hand tallies with the Cash Book As and when a check is made, a certificate of count, shall be recorded in the cash book.Note 2:If on comparison of the Cash Book with the Treasury or Bank Pass Book, any cheque appears to be unduly long outstanding, enquires shall be made regarding it and if it cannot be traced, if shall be stopped by order of the Drawing and Disbursing Officer.(9)Subject to the Instructions issued by the Government from time to time, reconciliation of Cash book of the Panchayat Samiti or Zila Parishad, as the case may be, shall be reconciled with the Bank by 15th day of every month. Copy of the reconciliation statement accompanied with the cash balance certificate duly authenticated by the bank authorities, shall be submitted to the Zila Parishad in case of Panchayat Samiti and to the Director in case of Zila Parishad, as the case may be.
