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    Financial Discipline and Management: Ddos Responsibilities

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    Css Irfan
    The document outlines the responsibilities and accounting procedures for Drawing and Disbursing Officers (DDOs), especially those working at overseas missions. It discusses the DDO's role in budgeting, expenditure, receipts, record keeping, and reconciliation. The DDO must ensure funds are used properly, receipts are accounted for, accurate records are kept, including cash books, payroll records, asset registers, and that budgets and expenditures are regularly reconciled. Proper financial management and accounting provides oversight of public funds.

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    Financial Discipline and Management: Ddos Responsibilities

    Uploaded by

    Css Irfan
    37 views21 pages
    The document outlines the responsibilities and accounting procedures for Drawing and Disbursing Officers (DDOs), especially those working at overseas missions. It discusses the DDO's role in budgeting, expenditure, receipts, record keeping, and reconciliation. The DDO must ensure funds are used properly, receipts are accounted for, accurate records are kept, including cash books, payroll records, asset registers, and that budgets and expenditures are regularly reconciled. Proper financial management and accounting provides oversight of public funds.

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    The document outlines the responsibilities and accounting procedures for Drawing and Disbursing Officers (DDOs), especially those working at overseas missions. It discusses the DDO's role in budgeting, expenditure, receipts, record keeping, and reconciliation. The DDO must ensure funds are used properly, receipts are accounted for, accurate records are kept, including cash books, payroll records, asset registers, and that budgets and expenditures are regularly reconciled. Proper financial management and accounting provides oversight of public funds.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    37 views21 pages

    Financial Discipline and Management: Ddos Responsibilities

    Uploaded by

    Css Irfan
    The document outlines the responsibilities and accounting procedures for Drawing and Disbursing Officers (DDOs), especially those working at overseas missions. It discusses the DDO's role in budgeting, expenditure, receipts, record keeping, and reconciliation. The DDO must ensure funds are used properly, receipts are accounted for, accurate records are kept, including cash books, payroll records, asset registers, and that budgets and expenditures are regularly reconciled. Proper financial management and accounting provides oversight of public funds.

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    You are on page 1of 21

    Financial Discipline and

    Management
    1

    DDOs Responsibilities
    (Special focus on mission
    abroad)
    Sequence of Presentation
    2

    INTRODUCTION
    STANDARD OF PROPRIETY
    ROLE OF THE DDO
    FUNCTIONS AND RESPONSIBILITIES
    MAINTENANCE OF AUDITABLE RECORD
    BUDGETING
    MAINTENANCE OF ACCOUNTING RECORD
    INTRODUCTION
    3

    Finance is blood of an organization.


    The Drawing & Disbursing Officer is a very
    important functionary in the process of
     Financial Control
     Management of Public Fund
    Budget/funds are released to DDO.
    Each DDO has a specific code which is also known as
    Cost Centre
    STANDARD OF PROPRIETY
    4

    The Drawing & Disbursing Officers are supposed


    to observe high standard of Financial Propriety i.e.
     To exercise same kind of vigilance in respect of
    expenditure from public money, as a person of
    ordinary prudence would exercise in respect of
    his personal expenditure
    Role of DDO
    5

    Expenditure
    At the occurrence of a transaction level, DDO must
    ensure that all claims for payments are:
     properly prepared,
     duly approved,
     classified, and
     recorded
     according to the rules and procedures for expenditures.
    Receipts
    All receipts are recorded and accounted for in the
    books of accounts properly.
    Functions & Responsibilities of DDO at Missions Abroad
    6

    • Ensure proper and effective utilization of funds


    • Ensure expenditure is incurred with proper
    authorization of the competent authority
    • Ensure all codal formalities are fulfilled before
    making disbursements
    • Ensure availability of budget before making
    payments
    • Ensure that all government receipts are properly and
    timely accounted for in the books of accounts
    • Ensure proper cash management
    Functions & Responsibilities of DDO at Missions Abroad
    7

    Ensure monthly reconciliation of bank accounts


    Ensure proper accounting of 10 %surcharge each for
    FIGOB & PCWEF
    Ensure proper reconciliation of visa/consular fee.
    Ensure reconciliation of expenditure with CAO office
    Ensure submission of cash account to CAO office on
    or before 8th of each month following month of cash
    account
    Periodical review of cash in hand
    Functions & Responsibilities of DDO at Missions Abroad
    8

    Ensure pay & allowances are being paid as per


    authorization
    Ensure proper deductions, as per prescribed rates of
    GPF, benevolent fund, gratuity, & income tax and other
    recoveries as advised by CAO for any overpayments
    Preparation of budget estimates generally submitted to
    the ministry in the month of October/November
    Efficient financial management depends upon efficient
    budgeting for effective, economical and objective
    utilization of funds to achieve targets/run business
    affairs.
    Maintenance of Auditable Records
    9

    CASH BOOKS
     Cash books of all the accounts maintained by DDO at the mission:
     Imprest,
     Special remittance,
     Sumptuary allowance,
     Entertainment
     FIGOB &
     PCWEF
    Dead Stock Register
     Ensure all physical assets purchased have been recorded in respective stock
    register before making payments thereof.
    Log books
    Stationery register
    Entertainment control register.
    POINTS FOR BUDGETING
    10

    Analyse requirements (e.g. purchasing of assets, major


    repair, renovation etc.)
    Mandatory requirements may be given priority with
    justification
    Certain heads have fixed/approved ceilings and rates.
    Budget under the other heads is proposed on the basis
    of requirements and in light of four months actual
    expenditure(July to October’s)
    Also Ensure timely surrender of anticipated savings.
    Points for Budgeting
    11

     There is only need to compute yearly requirements of funds by


    multiplying rates with period under consideration plus cushion for
    dollar vs rupee aspect.
     For example:
     Rental ceiling has approved rates for each officer/official.

     Pay is fixed except addition of increment.


     Foreign & entertainment allowances are also fixed.
     Telephone ceiling is approved for each officer.

     Sumptuary allowance has its approved limit for each mission.

     Overtime rates are approved. Need to multiply with number of


    drivers.
     Insurance premium to be paid on vehicle is a known factor.
    Maintenance of Accounting Records
    12

    General Policies
     Accounting record not to be maintained in loose-leaf form.
     During the preparation and processing of accounting related
    entries, pencil is not to be used
     Erasures (including the use of correction fluids chemicals) are not
    permitted in any accounting record
     Under no circumstances pages to be removed from accounting
    record.
     where corrections are necessary the word or figure to be removed
    shall be ruled through and the correction entered above initialed
    by the DDO.
    Accounting record Maintained by DDO
    13

    Cash book (or equivalent)


    Petty cash book (or equivalent)
    Contingent payment register
    Commitment register
    Payroll establishment register
    Receipt register
    Financial asset register
    Appropriation/budget head register.
    Cash Book
    14

     Prepare cash book


     Record certificate at the face of cash book
     Record each entry
     Initial each entry (Receipt/payment sides)
     Close cash book
     Compare closing balances
     Record closing certificate
    Contingent Payments
    15

    DDO must check that the bills contain:


     Proper classification of claim
     Sanction of expenditure
     Relevant supporting invoices
     Name of payee
     Check Appropriation/Budget
     Signature
    Payroll/Establishment register
    16

    Scale audit register is maintained


    Salary is paid according to entitlement
    Deductions are made properly
    Recoveries are effected
    Record of loans and advances is prepared
    Receipt register
    17

    Receipt Register is maintained


    Entries are examined
    Deposits are made in time
    Consolidation
    Reconciliation
    Reporting
    Fixed Asset register
    18

     The following information shall be kept on the Fixed Assets


    Register for each asset:
     Description
     Classification of asset
     Date of purchase or date of completion
     Original purchase cost in Rupees
     Cost in foreign currency (where applicable)
     Asset identification number
     Current location
     Ownership of/responsibility for asset
    Appropriation/Budget head register
    19

     Separate budget heads


     Original allocations
     Re-appropriations
     Supplementary grants
     Diminishing balances
    Reconciliation
    20

    Reconciliation plays very important role as out put


    control:
     Preparation of expenditure statements
     Overstatements
     Understatements
     Preventive/detective
    21

    Thank You
    Q/A

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