CHAPTER VI
SIGNALLING
, STORES AND THEIR ACCOUNTAL
6.1. Classification
of stores. :
The stores is in the custody of signal Inspector
may be grouped under following Stock heads:
( a ) Imprest Stores
( b ) Tools and Plants
( c ) Protective Clothing
( d ) Books of Reference
( e ) Office Furniture
( f ) Stationary and Forms
( g ) Stores obtained for specific works
SECTION 'A'
Imprest
Stores
6.2. Operation
of Imprest. :
The material classified as Imprest stores their
procurement and accountal are contained in Chapter XXVII of Stores Code
and XIV of Engineering Code ( Relevant Extracts at Annexure
'26' ).
6.3. Location
and scale of Imprest. :
Imprest stores shall be provided with each
supervisory signal Inspector in a division or such a Inspector as may be
nominated by the purpose., The nature of items of Imprest stores location
and and the scale of each imprest holder shall be fixed by the CSTE or
any lower authority assigned for this purpose . The quantity of each item
of Imprest store which each imprest holder may hold at a time shall be
generally based on quarterly average consumption for normal maintenance
and upkeep of equipment. Time for procurement of in case of non stock item
and also time required for stores van movement in the case of stock item
may be taken in the consideration for determining the quantity of imprest.
The sanctioned shall now be increased or decreased without prior approval
of the sanctioning authority.
SECTION 'B'
Tools
and Plants
6.4. Scale.
:
A scale of tools and plant shall be fixed by
the CSTE for each Inspector. This scale will include tools for each Maintainer
and artizans beside a small reserve with the Inspector.
6.5. Accountal.
:
Instructions in regards to accountal of tools
and plants are contained in paras 1456 and 1457 of Engineering Code
( extracts at Annexure '27' ).
SECTION 'C'
Protective
Clothing
6.6. Periodical
Requirement. :
The supervisory signal Inspector shall submit
to his DSTE , the periodical requirement of protective clothing in accordance
with instructions issued from time to time.
6.7. Preparation
of Indent :
Guidelines in regards to preparation of Indents
and accounting of protective clothing are contained in Annexure
'28' .
6.8. Accountal
of Protective Clothing. :
Accounts of protective clothing shall be maintained
by the supervisory Signal Inspector on ledger similar to the tools and
plant ledgers.
SECTION 'D'
Books
of Reference
6.9. Supply
of Books of Reference. :
The supervisory Signal Inspector shall arrange
to get copies of all Books of reference, in accordance with instructions
in Chapter VIII, for the use of his office, for himself and for the use
of staff under him by submitting necessary indents to his DSTE.
6.10.
Accountal. :
Accounts of book of reference shall be maintained
on ledgers similar to the tools and plant ledgers.
SECTION 'E'
Office Furniture
6.11.
Accountal and Replacement. :
6.11.1. The supervisory Signal Inspector shall
maintain an account of all office furniture in his charge on ledgers
similar to the tools and plant ledgers.
6.11.2. All replacement
shall be made on return of unserviceable articles. For any additional items,
prior approval of Divisional Signal and Telecommunication Engineer shall
be obtained before placing the indent.
SECTION 'F'
Stationary
and Forms
6.12.
Indents of Annual Requirement. :
6.12.1. The Inspector shall
submit the indents of their annual requirements of stationary to the DSTE
in accordance with the scale for the supply of the stationary.
6.12.2. The DSTE shall see that
the sanctioned scale is not exceeded and the items for which no sanctioned
scale have been fixed are essential and have necessarily to be supplied.
6.12.3. Accountal.
: A numerical accountal of receipts and issues
of all items shall be kept. The DSTE office shall make check periodically
to see that there is no accumulation of items of stationary and forms in
the subordinate offices.
SECTION 'G'
Stores
obtained for works including Special Revenue Works
6.13.
Requisitioning. :
6.13.1. Materials for specific
works shall not ordinarily be requisitioned unless the estimate of the
work has been sanctioned by the competent authority and funds have been
allotted.
6.13.2. Requisitions for
materials shall show the name and particulars of the estimates and sanctioning
authority for the work.
6.13.3. Advance procurement
of stores may be authorized by the CSTE or Dy. CSTE in charge of
works for long lead vital materials such as relays , cables signal machines
, point machines, block instruments etc. which are required for the next
three years , and which have to be specially arranged or have to be
imported. In such cases the indent may be placed as soon as works appears
on the Final works Programme. These indents shall be prepared on the basis
of realistic estimates of the quantities of materials and subject to prior
scrutiny by Finance branch in respect of the reasonableness of the quantity
of materials indented. The CSTE or Dy. CSTE in charge of the work shall
certify the quantities of material intended for each work. Indent shall
specify the delivery schedule for the next three years and funds shall
be arranged according to the delivery schedule.
6.13.4. The materials on receipts
shall be either utilized on the work or if this is not immediately possible
stored carefully.
6.14.
Materials at site Account. :
The material received for works
detailed in Para 6.13.1 above if not used up immediately , shall
be kept at debit of a numerical account of 'Materials at Site' of the particular
work. Detailed instructions in regard to maintenance of account for works
estimated to cost less than Rs one Lakh and more than Rs. 1 Lakh are contained
in Chapter XIV of Engineering code ( Extracts of Annexure
'29' ).
SECTION 'H'
The
Daily Transaction
6.15.
The Daily Transaction Register. :
6.15.1. A Daily transaction
register shall be maintained by each Inspector, similar to Form No.
S & T / DT ( Annexure '30' ) .
6.15.2. All receipts and issues
of stores pending their transfer to their appropriate ledgers shall be
entered in this register.
6.15.3. The register shall be
written up daily. A line shall be drawn across both pages under the last
entry of each date to prevent subsequent entries being made.
6.15.4. There shall be no direct
posting of materials in ledgers from Challan. All transactions shall first
be shown in the daily transaction register.
6.15.5. The dates shall be the
same in both registers and ledgers.
6.15.6. Issues of materials
from outside stocks will be recorded by the inspector in their line note
books first. These entries will the be transferred to the Daily Transaction
register. The date of entry in the Daily transaction register shall be
recorded on the note book.
6.15.7. The Inspector are personally
responsible for all the stores in their custody and shall satisfy themselves
that the Daily transaction register and the ledgers are being correctly
posted. They shall initial the Daily transaction register at least once
in a week in token of having verified the entries thereof.
SECTION 'J'
Returned
Stores
6.16.
Instructions. :
Instructions regarding returned
stores are contained in Chapter XVI of the Indian Railway Code for the
Stores Department. (relevant extracts at Annexure
'31' ).
6.17. Despatch
of Spare, second hand and scrap materials. :
6.17.1. Spare and second hand
materials are sent to Stores Depot shall be carefully loaded to avoid loss
or breakage.
6.17.2. Materials complete but
having pins badly worn and not sufficient good to be considered second
hand, shall be entered up as serviceable scrap and their approximate weight
shall be stated. If parts are missing , full details shall be given.
6.17.3.
In the case of signals , height , type of condition
of post and fittings shall be stated.
6.17.4. All cast iron ,
steel , brass , zinc, copper, and lead scrap shall be collected from sections
regularly, and sent to stores depot, with description and approximate.
6.17.5. Empties such as tins
, drums kegs, barrels and cement bags shall be accounted for along with
the material contained in them and shown in the returns. They should not
be held longer then necessary and shall be returned to Stores Depot for
disposal.
6.18.
Credit for "Returned Stores" :
6.18.1. The credit value
assigned in the estimate for the returned stores which are not likely to
be required again shall be kept within the figure likely to be realized
for it as an obsolete material or as scrap.
6.18.2. For material likely
to be used again , after return credit value proportionate to its further
life may, however be provided in the estimate. The normal life of some
of the signalling equipment as laid down in para 219 of the Indian
Railway Financial code is as follows :
( i ) Signalling Apparatus - both Mechanical
and Power : 25 Years
( ii ) Underground Cables : 30
Years
( iii ) Block Token Instruments
: 25 Years
( iv ) Electrical power plant - Oil engine
driven
: 15 Years
( v ) Motor Vehicle - Road and Rail Motor trolley
: 10 Years
SECTION 'K'
Requisitions
6.19.
Preparations of Requisitions. :
The following instructions shall
be observed in the preparation of requisitions:
6.19.1. Separate requisitions
shall be prepared for each item of material . Requisition for stock items
shall be prepared in form no S.1313 and for non stock item in form no S
1302 ( Samples of Forms at Annexure
'32' ).
6.19.2. Nomenclature , prize
list Nos., and other reference shall be correctly reproduced . In the case
of special and non standard items description with complete specifications
and drawings shall be given.
6.19.3. Blank spaces , if any
,below the last item shall be crossed .
6.19.4. The designation of the
consignee shall be written in full. No code abbreviations should be given.
6.19.5. The head chargeable
shall be entered on all the requisitions.
6.19.6. The requisitions for
the materials for different sanctioned works and revenue maintenance shall
be distinguished by a mark of a code letter as laid down by the Stores
Department.
6.19.7. In the case of sanctioned
works , the number of estimates and the reference of the sanctioning authority
shall be given clearly.
6.19.8. The quantity of each
material shall be given in correct units in words and figures.
6.19.9. Corrections , if any,
shall be initialled.
6.19.10. Availability of funds
shall be certified by the DSTE.
6.20.
Requisitioning of Materials. :
6.20.1. All materials and equipments
shall normally be indented in accordance with Indian Railways Standard
drawings and specifications.Where any such drawing or specifications number
is quoted, the latest alteration number as on the date of purchase will
automatically apply. For items for which an IRS specification does
not exists , an appropriate specification shall be quoted.
6.20.2. No alteration or modification
to or divergence from IRS drawing shall be permitted without the specific
sanctions in writing, of the CSTE. In the case of deviation having been
decided upon before the placing of an order, whether direct or through
the Director General , Supplies and Disposals, the indenting authority
concerned shall quote such sanction in the order. When deviations are decided
upon or desired after the placing of an order , the necessary sanction
shall be obtained, in writing, by the Inspectorate concerned in consultation
with the indenting authority.
SECTION 'L'
General
Instructions
6.21.
Stores supplied by firms. :
Receipt of stores received direct
from firms shall be promptly acknowledged. Discrepancy or defect if any
shall be brought to the notice of the DSTE immediately.
6.22.
Custody and Maintenance. :
The Inspectors shall be responsible
for the maintenance of all stores and tools and plants in their charge
in proper condition. Where watchmen are necessary , the Inspector shall
approach the DSTE giving full justification . The guidelines laid down
in Annexure '33'
shall be followed as far as practicable.
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