maintenance of accounts in panchayat raj institutions in a p l.
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MAINTENANCE OF ACCOUNTS IN PANCHAYAT RAJ INSTITUTIONS IN A.P. Recommendations of EFC Separate demand head be created in state budget for transfer of funds to local bodies Separate Minor Heads be created for transfer of funds to each category of local bodies

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Recommendations of EFC

  • Separate demand head be created in state budget for transfer of funds to local bodies
  • Separate Minor Heads be created for transfer of funds to each category of local bodies
  • Separate format be prescribed for preparation of Budget & keeping of accounts to ensure uniformity in Central, State & Local Body Accounts
  • These formats should be amenable to Computerisation
  • C & AG to prescribe the accounting formats
recommendations of c ag
Recommendations of C & AG
  • 17 Accounting Formats have been prescribed by C&AG which are common for all the PRIs.
  • Of this, 16 are for keeping accounts and 1 for preparing budget
  • Classification of transaction structured on a function - cum – programme basis to provide uniformity at all 3 tiers of Government.
  • LCFPA is given to classify the transactions.
  • Addition & deletion of Major/Minor heads will be done only with the approval of State AG.
adoption of new formats for pris
Adoption of New formats for PRIs
  • Government AP issued orders in G.O.Ms. No.172 PR(Acct.I), Dt:16.05.05 adopting these new formats by PRIs
  • Except these 17 forms, the others registers/ forms will continue to be maintained in the existing proforma
mandatory minor heads
Mandatory Minor Heads
  • A separate demand XXXI is created in State Budget for transfer of funds to PRIs.
  • The following Minor Heads are operated to transfer funds to PRIs by various Departments
  • Assistance to Zilla Parishads – code 196
  • Assistance to Block Panchayats –code 197
  • Assistance to Gram Panchayats – code 198
classification of transactions
Classification of Transactions
  • For Expenditure 4 tier classification
    • Major Head
    • Sub Major Head
    • Minor Head
    • Object Head
  • For Receipt 3 tier classification
    • Major Head
    • Sub Major Head
    • Minor Head
classification of grants
Classification of Grants
  • All Grant receipts are shown under Major Head 1601 – Grants –in-aid.
  • The Minor Head corresponds to program Minor Heads in the section “Expenditure Heads (Rev. Acct)”, to which the assistance relates are to be adopted.
  • Alpha numerical codes to show the source of grant.
classification of grants9
Classification of Grants
  • A - Government of India grant
  • B - State Non-Plan grant
  • C - State Finance Commission grant
  • D - State Plan grant
  • E - Central Finance Commission grant
  • F - MP Lads
  • G - MLA Lads
  • H - Schemes funded by Panchayats own sources
accounting of grants
Accounting of Grants
  • Example – Receipts

1601 -Grants – in – Aid/Assistance from State/Centre

702 -Minor Irrigation

B 04 - State Non-Plan Grant

  • Payments

2702 -Minor Irrigation

01 -Surface water

102 -Lift Irrigation scheme

27 -Minor Works – Repairs & Maintenance

effects of efc recommendations in a p
Effects of EFC Recommendations in A.P.
  • The EFC recommendations are to operationalise the constitutional provisions
  • The PR accounts are to be maintained on the lines of Government Accounts
  • Common account formats are prescribed for all the 3 PRIs.
  • All the revenues of PRIs are constituted into panchayat fund on the lines of consolidated fund of the state
effects of efc recommendations
Effects of EFC Recommendations
  • The expenditure from Panchayat fund is classified functionally
  • Due to uniform minor heads the total quantum of funds devolved through state budget to each PRI can be known
  • Due to functional classification of expenditure the number of functions transferred and expenditure thereon can be known from PR accounts
over view of budget accounting formats
Over view of Budget & Accounting Formats
  • Receipts & Payments accounts are prepared in two parts.
    • Part – I - Panchayat fund - Comprising of all receipts & expenditure
    • Part – II - Deposit & Advances -comprising of Deposits & Advances and remittances.
  • Distinction between Revenue & Capital
  • Receipt & Payment Accounts contains columns for budget estimates of the current year, previous year accounts and reporting years account.
over view of budget accounting formats14
Over view of Budget & Accounting Formats
  • Annual R&P accounts supported by four additional disclosure statements items :
    • Statement of Capital Expenditure – (Form-2)
    • Statement of Receivable & Payables– (Form-3)
    • Statement of balances under Deposits & Advances & Loans – (Form-4)
    • Statement of Provident Funds, investments etc.

– (Form-5)


Single Cash Book

  • Only one main cash book is to be maintained for panchayat fund
  • However, in case of multiple funds, subsidiary cash books can be maintained to facilitate reconciliation
over view of budget accounting formats16
Over view of Budget & Accounting Formats
  • The detailed estimates are divided into different heads of expenditure (Functions/ Programme/ Activities etc.)
  • Format consists of columns for last year actual BE, RE & BE for next year
  • The Budget is prepared only in part-I (Panchayat fund)
  • Classification of receipts & expenditure is uniform for both account & budget.
features of new accounting system
Features of New Accounting System
  • Each PRI is an accounting entity
  • The accounting policies of PRIs are same as that of State Government
  • The main feature of new accounting system is integration between accounting and budgeting
  • Accounts are kept on cash basis
  • The codification covers all activities under 29 subjects listed in 11th schedule
  • Accessible to Computerization and consolidation.
  • The Annual Account facilities to compare the institutions actual performance against the forecast in the Annual Plan & Budget
features of new accounting system18
Features of New Accounting System
  • Recoveries of payment are taken as reduction in expenditure
  • In case of funds are transferred from ZP to MP/GP for schemes, the transfers are shown as deduct receipts
  • Money received which is not revenue of PRIs is accounted for in deposit account.
features of new accounting system19
Features of New Accounting System
  • The new accounting system secure internal control on Receipts & Expenditure.
  • Facilitate introduction of performance audit
  • Help in analysis of Expenditure / activities under MIS
  • Budget expenditure (Amounts drawn from treasury) and PAO expenditure for ZP works is also captured in the Accounts.
transition issues 1
Transition Issues - 1
  • Capacity Building –training to lower tiers at the District & Mandal level.
  • Printing & dissemination of Budget & Accounts Formats with codes.
  • Arrears of Accounts to be prepared in new formats
  • Changes in relevant Act& Rules
  • Computerization of Accounts.
  • Creation of computerized database
  • Development of Accounting manuals
  • Changes related to computerized process
  • Training of State Audit staff on new system
transition issues 2
Transition Issues – 2
  • Computerization of Accounts
    • Hardware
    • Software
    • Training
    • Maintenance
  • Creation of computerized database
  • Integration of Accounts software & Audit Software