Administration Manual - B.E.S.T. Undertaking.

1104
acknowledges the receipt on both the copies of consolidated Remittance Slip Book
and return the Book after detaching the original perforated copy. The Sr.No. of
consolidated remittance slip is noted against the total of Remittance Challans in the
computerize collection Book. The printout of collection book as such is also checked
with memo pay in slip book and cash in Transit Book along with the EDP cheque
listing and finally the signature of OAR and Supdt.Cash is endorsed on the printout
of Collection Book for auditing.
6. EARNEST MONEY DEPOSIT :
Copies of tender enquiries are received in the Cash Department for the
purpose of accepting EMD, from Materials Management Department, Civil
Department, Welfare Department etc. The details such as Tender No., Account Code,
Date & Time of opening of Tender and EMD amount are recorded from the Tender
copies in the computer. While passing the receipt, ‘B’ counter clerk ( at Counter No.8)
verify the tender No. & amount and issue the computerized receipt of EMD against
particular tender entry. Computerized EMD advice is generated and forwarded to
respective department.
7. SECURITY DEPOSIT REGISER :
Acceptance Letters are sent to the successful Tenderers by Materials
Management Department, Civil Department, Welfare Department etc requesting
payment of Security Deposit . and copy of the letter is also sent to Cash Department.
Details regarding Tenderer’s name, Tender reference & date, Security Deposit
amount to be deposited, Account Code etc. are recorded in Security Deposit Register
& simultaneously enter in computer. S.D.Receipt No. and date, S.D. Advice No. &
Date is entered in this register when computerized receipts are passed. Same is also
written in manual register. It is maintained by Supervisor at Counter No.6 who sends
S.D. advices.
8. DEPOSIT ADVICES :
Some Deposits are of refundable nature. In such cases, advices are required to
be sent to concerned department for initiating refund bill and maintaining their
record. Advices of Receipts passed for EMD, SD, Staff Quarters Deposit, Officer
Quarters Deposit, S.D. in from of NSC, for Officer Quarters. Computerized EMD are
sent to the Materials Management Department, Civil Department, Welfare
Department on or after due date of opening of the tender. However in case of Civil
Department, advices of EMD receipts are required to be sent before the time of tender
opening . In the EMD advices the details of Tender reference, Tender opening date,
party’s name, A/c Code, Receipt No. & date, Amount etc. are shown. S.D. advices
are prepared and sent to the concerned department on the next day after the receipt
of S.D. amount.
9. BANKING OF CASH & CHEQUES :
CHEQUES :
Three computerized lot wise cheque listing and summaries for SBI , BOI &
BOM cheques are received from EDP Department on the following day at about 9.00
a.m. Cheque listing summaries indicate if there is difference in control figures or