ANNEXURE '26'

IMPREST STORES

Extracts from source code

1801. Definition of Imprest stores :- Material whether stock or non stock items, held in stock not for some specific works but as a standing advance for the purpose of meeting day to day requirement in connection with the repair and maintenance shall, including consumable stores such as cotton waste , jute ,oil ,grease etc., be treated as imprest stores , so long as they are under the control of the authority in charge of the executive unit and have not been issued to works.

1802. Object of Imprest system:- The main objective of the imprest system is to control on the expenditure on material used each month in the running repair of rolling stock etc. But this involves inter alia , effective financial and departmental control on the stocks of material held at outstations and their issue and recoupment.

1805. Schedule of Imprest store:-Schedule of items of such materials showing the quantities of each item which should be held as an imprest should be prepared separately for each imprest holder. This schedule (S.1805) shall show the following details:-

(1) Class of stores

(2) Price list or part list number

(3) Brief description of stores

(4) Sanctioned Imprest

(5) Rate

(6) Value

1806. Copies of the schedule and any subsequent modification of it should be supplied to the divisional superintendent or the immediate superior of the imprest holders, the stores department. and Accounts officer , stores who should each keep the same up-to date.

1811. Control of Imprests:- It shall be the duty of the controlling authority in charge of imprest holder to see that the imprest are revised from time to time as to ensure that they are the lowest possible both as regards quantity and value, consistent with actual working requirements. The imprest holder shall be held responsible to ask for a reduction or deletion of any item of imprest on the basis of the consumption in his shed or station.

1817. Accounting:-

Each Inspector holding imprest store shall maintain a numerical ledger on form nos. S1817 (Annexure A-1) showing receipts , issues and balances of imprest materials. Each item of the imprest stores shall be dealt with on a separate page of the ledger.

1829. Closing of ledger and recoupment of Imprest:- The divisional or district officers should fix the dates of accounting period for each imprest holder and intimate the same to the Accounts officer , Stores.

1830. Each Imprest holder should close his ledgers monthly on the dates fixed for him and check them with the issue and recoupment schedule which should be prepared in the form shown below from the monthly summary of Issues ( S 1823)

Monthly Summary of Issues " Charged Off"    Store class

                                                                                  Form No S1823

Forwarded to ______________                                                                 Signature _______

Station/Office ______________                                                                Designation______

Note:- The need for the daily abstracts and monthly summaries provided for in paragraphs 1821 to 1823 does not arise in case the Issue tickets (S 1819) themselves are valued.

1838. Authority to sign Indent :- Indents for recoupments may be made directly by the imprest holders under their signatures and the counter signature of District or Divisional officers for such indent is not necessary.

Extracts from Engineering code

1417. Monthly stores returns :- At the close of each month , separate returns showing receipts , issues and balance of all items of imprest and surplus stores operated on during the month should be submitted by each Engineering. subordinate to the Divisional Officers through his Assistant Engineering. These returns are referred to in this chapter as Imprest stores accounts and surplus stores accounts and should be submitted in the form printed below (Form E1417). Both the Accounts should be as far as possible supported by the various receipts and issue vouchers ,i.e. Issue Note  Adjustment Memo and advice notes . These accounts should bear a certificate from the the subordinate concerned that no stores other than those included in the accounts have been received or issued during the month and the balances of all items of the stores not included in the account remain the same as at the end of the previous month.

------------------Railways

Accounts of Engineering Materials

Permanent way Imprest for the month------------19------

Division -------------------

Section ---------------------
 

1418 Check of monthly Stores Returns- In the Divisional office ,the Imprest and Surplus Stores Accounts (Form No E1417) received from the subordinates should be checked to see -

(i) that the opening balance of the item appearing in the accounts agreeing with the closing balances of account in which the items last appeared;

(ii) that all receipts have been taken correctly to account as debits;

(iii) that issue of materials are in order and reasonable and have been correctly taken to account as credit ;

(iv) that all the transfer within the Division agree -i.e. that issues in the account of one subordinate agree with the receipts in the account of another subordinate ,any disagreement noticed being rectified and subordinate concerned advised of correction; and

(v) that, in the case of Imprest Account , the sanctioned imprest has not been exceed without proper authority.

Ledger of Imprest Stores

                                                                                                   Reference to Authority:

                                                                                         Authorised stock........Unit.....Rate.....

Class.........................P.L.No.........................................

Nomenclature..................................................................