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

P.F. SECTION OF THE CASH DEPARTMENT.
The main activity of P.F.Section is to draw cheuqes for vouchers pertaining to
PF/Gratuity , P.F,.Refundable Loan and Non Refundable Provident Fund Advance.
A) Drawing of Cheques : Cheques are drawn fro making payment of non
refundable Loan to Employees and Payment of Provident Fund and Gratuity to
separated employees.
Employees who is member of P.F.Trust is eligible for two types of loan namely
(a) Refundable (b) Non-Refundable advance.
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After receiving bills scrutiny is made according to their payment. These Bills
are given voucher numbers, date etc. In revised computerised system floppy is received
from the by P.F. Department alongwith bills.
After inputting the data from floppy, voucher updation is made and subsequently
cheques are drawn. If the amount is less than Rs. 10,000/- payment is made by Cash, the
amount exceeds Rs. 10000/- cheques are drawn. After drawing of cheques reading of
these cheques, alongwith register and bill voucher are carried out by concerned Clerk
and two Officers and then floppy is sent to Accounts Department for necessary action.
Voucher alongwith cheques are kept at Counter No3. for payment. Payment is made to
concerned employees by obtaining Identification notes and signature on relevant
vouchers.
In case refundable loan pertains to various Depots, cheques are attached to individual
vouchers by us and sent to CCR on every Tuesday. Employees working at various
depots receives their payment from Ticket & Cash Department. Employees working at
Kingsway Section receive their payment at Cash Department ( N) and employees
working at H.O. receives their payment at Counter No.3 Cash Department on every
Thursday. If employee remain absent on date of payment, the bill is again sent to
respective place of payment on next Thursday. Employees working at various depots
receive their Refundable loan from respective Ticket & Cash Department. Cash
Department at their depots.
After making payment entries are closed by posting of payment date in the
register/computer. These paid lots are sent to Audit Department for verification.
Reconciliation of P.F. Trust A/c with Bank Of India, Electric House Branch ( A/c 37225 )
is also carried out by this Section.
Reconciliation of cash vouchers is done by preparing lot of cash bills and register kept for
reconciliation.