FOOD CORPORATION OF INDIA

FOOD STORAGE DEPOT :- KEONJHAR

File No :- /IA&PV Reply/FSD Keonjhar/
REPLIES TO AUDIT PARA RAISED DURING AUDIT for the F.Y.2017-18 BY M/S. MANSH DASH & Co. camp at FSD KEONJHAR

SL PARA NO GIST OF SLIP Management Reply(Revised)

NO
1 FCI/EZ/Odisha/B Non-Implementation of Biometric For Staff and DPS labour i)Biometric introduction period:
hubaneswar/IA/K As informed to us Biometric system has not been installed in this depot for official staffs and DPS
eonjhar/01 labours. However attendance is being maintained manually which may lead to manipulation, hence In pursuance of FCI,Hqrs., New Delhi Order
proper action should be taken. issued under reference No.K-
11/Purchase/HWSW/2014-15 dtd.
12.11.201 and FCI, RO BBSR Office Order
issued under reference No.
Estt.1/Biometric/Attendance/2014-15
dated 02.01.2015 regarding
implementation of Biometric Attendance
system for all offices under Odisha Region.
ii) Adhar linked Biometric in respect to all
employees Completed on 25.04.2019.
iii) Completed with Adhar linked with
respect to DPS workers-status.
With reference to file no. IR-
L/23(1)/MMR/2021 dated 02.08.2021 the
Aadhar linked status w.r.o DPS Labourers
completed on 02.08.2021 except Sri
Chittaranjan Nayak, Mandal, LRP as the
concerned worker has submitted the
Aadhar card in his new name of Abhimanyu
Nayak, which is yet to be changed in FCI
 records for wanting of valid reliable
documents.

iv)Reason of failure like-internet problem,

finger based attendance are not allowed in
Corona period.
As per FCI, Hqrs., New Delhi Circular No.EP-
25-2020-12 issued under Ref. No.
AEBAS1/1/2020 dtd. 06.03.2020 for
exemption to employees to mark
Biometrics Attendance in Aadhar Based
Biometric Attendance System (AEBAS) till
Mar-2020 due to Novel Corona Virus(Covid-
19).
v) Latest position may be intimated in
respect of HRMS Registration process.
HRMS Biometrics Registration process has
already been completed except 2(Two)
employees due to not capturing of Finger
print in HRMS Biometric machine. One
more chance will be taken for this purpose.

In view of reply Para may be dropped.

2 Para NO:- Discrepancies noticed in master ledger i) Wheat stack register for the period 2017-
FCI/EZ/Odisha/B We verified that there are discrepancies found in Master ledger during F.Y 2017-2018 such as;
hubaneswar/IA/K 18 has been enclosed when the stock
1-Place from which stock (Wheat) was received not mentioned ,
eonjhar/04 2-Overwritting in some cases receipt details are available.
Hence, it is difficult to verify with respective Record (Enclose stack wise shed register(wheat
Below Table shows regarding overwriting: receipt) along with receipt register for the
Date Commodity Crop yearQty(bags) Weight original Overwritten(bags) Overwritten
(weight) period 2017-18)
29.08.2017 Wheat 2016-17 23,124 11576.17.190 24,417 12223.51.190 ii) However Overwriting in some cases were
25.09.2017 Wheat 2017-18 99,707 49583.21.940 - 47947.16.524 found in master ledger due to clerical
24.10.2017 Wheat 2017-18 92,677 46083.21.210 92,674 -
mistakes and it has been
confirmed/certified that there is no
abnormality in the stocks kept in the

FOOD CORPORATION OF INDIA
FOOD STORAGE DEPOT :- RANITAL
File No :- /IA&PV Reply/FSD Ranital/
REPLIES TO AUDIT PARA RAISED DURING AUDIT for the F.Y.2017-18 BY M/S. MANSH DASH & Co. camp at FSD RANITAL
SL PARA NO
NO
1 FCI/EZ/Odisha/Bhubaneswa
r/Balasore/IAPV/Ranital/04
godown which may please be counter
verified from the individuals shed register
along with master ledger.
iii) Copy of the shed and master ledger for
overwriting period has been enclosed for
your reference.
Further, it has been assured that, there will
be no such type of repetition by us in
future.
(Copy of master ledger and shed receipt
register for the overwriting period has
enclosed )
In view of reply Para may be dropped.
GIST OF SLIP Management Reply(Revised)
Discrepancies in stack register With reference to the audit Para, it is to
During the process of verification of stack register it was found that in state that, all the discrepancies are not
some cases stack plan, summary of opening balance, receipt, issue and closing categorically mentioned by Audit team.
balance has not been properly mentioned .It was also observed that the
register in some cases has not been properly signed by the responsible
However the copy of stack register for the
officers. year 2017-18 duly reconciled with IRRS
report and duly signed by responsible
officers are enclosed for your reference
please.
Enclosure: -
Copy of stack register for 2017-18
 Copy of Master ledger for 2017-18
Copy of IRRS report for 2017-18.

In view reply Para may be dropped.

2 FCI/EZ/Odisha/Bhubaneswa Discrepancies noticed in master ledger The master ledger discrepancies notices by
r/Balasore/IAPV/Ranital/07 We verified that there are discrepancies found in Master ledger during F.Y 2017- the audit team are merely clerical errors as
2018 such as; informed by them, Shed officials also it is
1-RR & RO numbers are not mentioned ,
2-Overwritting in some cases
cross verified by then depot manager and
Hence, it is difficult to verify with respective Record found to be correct. Taking this note
Below Table shows regarding overwriting :- seriously depot manager ensured non
occurrence of further over writing, cut
DATE COMMODITY CROP YR QTY(BAGS) WEIGHT ORIGINAL OVERWRITTEN
marks thereafter. And RR & RO numbers
15.10.2017 Wheat 2017-18 528808 26344.51.309 52898 were mentioned thereafter.
23..10.201 Wheat 2017-18 174779 86607.55.489 174979 Further, the copy of master ledger where
7 the closing balance are equal to IRRS repost
31.10.2017 Wheat 2017-18 172449 85479.17.889 172489 has been enclosed for your reference please.
Enclosure:-
Copy of master ledger for 2017-18
Copy of IRRS report 2017-18.

In view reply Para may be dropped.

 FOOD CORPORATION OF INDIA
DO BALASORE
File No :- /IA&PV Reply/DO.Balasore/
REPLIES TO AUDIT PARA RAISED DURING AUDIT for the F.Y.2017-18 BY M/S. MANSH DASH & Co. camp at DO.Balasore

SL PARA NO GIST OF SLIP Management Reply (Revised)

NO
Pending different types of Advances
FCI/EZ/Odisha/Bhubaneswar/IA/Balasore-DO/01

1 Sl. No (1)Due to pending approval

of C.A for tour beyond 89 days,TA
During the Audit period we observed that different types of Advances are pending unadjusted as on 31.03.2018.
Such details are as follows.
bill could not be processed till
date for adjustment of TA
Sl. Type of advance Account Amount Remarks Balance as on advance i.r.o Sri Amit Kumar
No code 31.08.21
(SE735040C).
1 Travelling advance 2714 4,70,100.00 69000.00 Sl. No(6) Claim pending with LIC
2 Festival Advance 2715 11,93,249.00 Nil
against HBA insurance paid to LIC
3 2716 88,060.00 More Than one Nil
Drought Advance i.r.o Late Amareswar Sahani,Ex-
Year
4 Pay Advance 2717 9,140.00 Nil H/L,Ranital matter already taken
5 Advance against PLIB 2719 1,57,29,733.00 Nil up by FCI,R.O,Bhubaneswar for
6 2721 1,80,200.00 More than one 1,63,600/- claiming the amount from LIC.
HBA Advance
year.
7 2713 7,704.00 Nil
Sl.No.(9) Write of proposal sent
Vehicle Advance
8 Advances to family of deceased 2726 80,000.00 More than one Nil
to FCI,R.O,Bhubaneswar on
employees. year dt.22.07.2021 with reference to
9 Other Advance 2724 5,20,753.00 12459/- letter
Grand Total 1,82,78,939.0 no.No.Accounts/closing/2020-
0
21/1
In view reply Para may be
dropped.
FOOD CORPORATION OF INDIA
FOOD STORAGE DEPOT: - RUPSA
File No :- /IA&PV Reply/DO.Balasore/
REPLIES TO AUDIT PARA RAISED DURING AUDIT for the F.Y.2017-18 BY M/S. MANSH DASH & Co. camp at FSD,RUPSA

SL PAR GIST OF SLIP Management Reply (Revised)

NO A NO
Details of consumption & saving of Gunny bags. Generally wheat stocks received from northern regions and
FCI/EZ/Odisha/Bhubaneswar/IAPV/Baripada/Balasore/02

1
bags are non-standard in nature and also, loose grains
collected from wagons during the process of unloading. During
During the audit and verification of Central Gunny register & monthly stock account following
issue we have to standard the bags for which consumption as
consumption & saving has been noticed for the FY 2017-18.
well as saving of gunnies could not be avoided. Further no SL-
Details of same given below:
TL case is pending for the year 2017-18 for regularization.
SL.NO MONTH GUNNY GUNNY
CONSUMPTION SAVED
(Enclosed herewith the SL-TL regularization statement for
1 Apr-17 09 10 2017-18)
2 May-17 101 191
Enclosure:-
3 Jun-17 Nil 82 I. Inward rake details.
4 Jul-17 49 107 II. Rake wise gunny consumption details .
5 Aug-17 08 57 III. Stack wise gunny save details.
6 Sep-17 44 128 In view of reply para may be dropped.
7 Oct-17 11 16
8 Nov-17 23 148
9 Dec-17 20 56
10 Jan-18 06 13
11 Feb-18 50 113
12 Mar-18 24 77
FOOD CORPORATION OF INDIA
FOOD STORAGE DEPOT :- RUPSA
File No :- /IA&PV Reply/DO.Balasore/
REPLIES TO AUDIT PARA RAISED DURING AUDIT for the F.Y.2017-18 BY M/S. MANSH DASH & Co. camp at FSD,RUPSA

SL PAR GIST OF SLIP Management Reply (Revised)

NO A
NO
FCI/EZ/Odisha/Bhubaneswar/IAPV/Rupsa/Balasore/03

1 Details of waive off demurrage charges. We have made appeal for waival
of DC in all the cases with
We verified that demurrage charges has been occurred in depot and paid to the railway authority in financial year 2017-2018,
description of reasons for accrual
but in some cases demurrage charges has not been waived off by Railway Department. The details are stated below:-
of DC. Further we have pursued
the local Railways authority as well
Sl Commodi RR & Date DC hours DC(RS) Date of DC bill dated Days of Remarks
as Divisional authority for 100%
No. ty application delay
waival of DC.How ever the DC
1 Wheat 01/262000560,28. 3 9450 06.07.2017 28.06.2017 Nil Within 10 amounts has been recovered from
06.2017 days H&T contractor.
2 Wheat 01/262000695,07. 6 39690 21.09.2017 09.09.2017 2 Delay more
09.2017 than 10 days In view of reply para may be
3 Wheat 01/26000002, 1 6615 22.09.2017 16.09.2017 Nil Within 10 dropped.
15.09.2017 days
4 Wheat 01/262000696 2 6615 22.09.2017 16.09.2017 Nil Within 10
days
5 Wheat 01/262000503,22. 4 25200 04.12.2017 23.11.2017 2 Delay more
11.2017 than 10 days
6 Wheat 01/262000334,16. 4 25200 28.12.2017 18.12.2017 Nil Within 10
12.2017 days
7 Wheat 01/262000671,15. 6 18900 25.01.2018 16.01.18 Nil Within 10
01.2018 days
File No:- IA&PV/ Reply trans para/DO-Balasore /2016-17-20 Date:19.08.2021

Replies on Special Audit conducted by IA & PV at DO BALASORE for the year 2018-19
Para Gist of para Description of para Management reply (Revised)
no
PARA Procedural a) Non Updating of Service Book and Medical Card after taking CPF advance for marriage
NO.3 Reply to Point No(-a)
Lapses in purpose in respect of the dependents
CAT-
maintaining Reference is invited to Central Civil Service rules which states that all the benefits as per rules laid down can be In this regards, it is to state that no e
25 availed by a dependent son “till he starts earning or attains the age of 25years or gets married whichever is payment has been made in respect of the
Service Book, earlier” and for dependent daughter “till she starts earning, or gets married, whichever is earlier (irrespective of
age). Thus, after getting married dependency stands cancelled.
three cases towards reimbursement to
In light of above stated provisions, during verification of CPF advance file and service book on test check basis dependent family members. Also, while ma
Unauthorized
of current file, it was observed that the following workers had taken CPF advance for marriage of their any re-imbursement, the age of the depen
daughter/son.
Absent and members are checked to ensure paymen
NAME OF WORKER NAME OF DEPENDANT RELATION CPF ADAVNCE TAKEN only dependant members. However,
issuance of observation of Audit team is noted
medical Sudhanshu Sekhar Das Amitanshu Das Son Marriage compliance for rest all cases.

Identity Card

Sarat Sethi Mousumi Sethi Son Marriage

Gourang Moharan Laxmipriya Moharana Daughter Marriage

On further verification, it was found that service book has not updated and still she is dependent as per
medical card. This may result in availing of all the facilities of the Corporation available to dependents which can
leads to loss to the corporation. The above cases are inclusive not exhaustive. Similar CPF advance cases which
are already sanctioned and not updated till now may be confirmed to audit after due verification. Accordingly, it
is requested to confirm the facts and figures, and also confirm whether any benefits like Medical Facility,
Medical bills, LTC encashment, CEA bill pertaining to married son/daughter has been reimbursed to the worker.
b) No Action taken on long Unauthorized Absent Cases: -
Reply to Point No(b)
Reference is invited to Headquater Letter No-IR(L)/3(1)/88 25th Nov 1999 and Industrial Employement
(Standing Orders) Act-1946 Clause No-14 Loss of lien on unauthorized absent states that “If a workman At the time of Audit observation, Discipli
remains absent for 15 days beyond the period of leave originally granted or subsequently extended he shall be Inquiry was ongoing against three wor
given 15 days’ notice (By resister post with acknowledgement due at his leave address) to explain cause for his namely, Sri Bapi Singh, Sri Santosh Kumar S
absence”.
In light of above stated provisions, on verification on test check basis of payroll data the & Sri Sanatan Singh, while Show Cause No
Following workers are remaining unauthorized absent since long. had been issued to almost all the rest case
on date, out of the cases referred, three
workers, namely Sri Surendra Das,
SL. NO. NAME DESG. LABOUR TYPE DEPOT ABSENT PERIOD Somanath Jani and Sri Sukuman Amantya h
stated their ill health for prolonged abse
1 SANTOSH BINDHANI H/L DEPTL. FSD, RANITAL 15.01.2019 TO 31.03.2019
from duty and so have already resigned/reti
2 SURENDRA DAS H/L DEPTL. FSD, RANITAL 26.02.2019 TO 31.03.2019 from service. Disciplinary Inquiry is ong
against three workers namely, Sri Bapi Si
3 BAPI SINGH H/L DEPTL. FSD, RANITAL 14.02.2019 TO 31.03.2019 Sri Santosh Kumar Singh, Sri Sanatan Si
4 SK SAHAJADA H/L DEPTL. FSD, RANITAL 10.01.2018 TO 31.03.2019 while Show Cause Notice has been iss
5 SANTOSH KUMAR SINGH H/L DEPTL. FSD, RUPSA 27.07.2016 TO 31.03.2019 against Sri Santosh Bindhani and Sk Sahaj
In view of the said status, the para may ki
6 SANATAN SINGH H/L DEPTL. FSD, RUPSA 18.04.2017 TO 31.03.2019
be dropped.
7 SOMANATH JANI H/L DPS FSD, KEONJHAR 27.08.2018 TO 31.03.2019

8 SUKUMAN AMANTYA H/L DPS FSD, KEONJHAR 24.06.2018 TO 31.03.201

On further verification, it was found that SANTOSH KUMAR SINGH H/L FSD Rupsa and SANATAN SINGH H/L FSD Rupsa are remaining absent
more than 3 years. ATR in this regard may please be intimated to Audit.
c) Non issuance fresh medical id card after passing of 5 years and expiry of dependency

Reference is invited to RO Bhubaneswar IR Letter No-IR-14(4)/Medical /Treat/2016-17/Part-I,

Reply to Point No-(c)
Dtd.29.09.2004, in maximum cases Medical Id card is not renewed since 2006 and authorization has
All the Medical Cards are being renewe
been issued on the basis of old id card. On verification of same it is observed that, the dependent respect of all workers under DO Balas
facility i.r.o. family members as per circular or a guideline has already over. The following deviation However, due to mismatch in depen
particulars such as DoB, name of
notice in Medical id card on test check basis. dependent members with previous reco
Sl. No. Name &Desg. Dependent members Relation D-O-B Expiry date of dependency addl. supporting documents are sought f
the members. It is only upon receipt of
same, the Medical Cards are issued. Mos
the cases could not be updated due to
1 Bhramar Dalai Sudhakar Dalai Son 26.04.1985 26.04.2010
receipt of the above documents. However,
(attending 25 years) efforts and reminders are being issued
update the same at the earliest. But, no
2 Akhaya Kumar Samal Ashis kumar Samal Son 20.05.1990 20.05.2015 facilities, CEA bills or Medical facilities
extended to workers with invalid Cards. No
(attending 25 years) facilities, CEA bills or Medical facilities h
been extended to the said 04 workers. Also
on date, the Medical I Card of Sri Bhramar D
3 Pursuram Behuria 1-Rajesh Kumar Behuria Son 18.04.1991 18.04.2016 and Sri Akshay Ku. Samal have been upda
Sri Subash Ch. Samal, Ex-Mandal so mentio
(attending 25 years) has already retired from service w
31.01.2017. As for Sri Parsuram Behuria, as
worker himself has not submitted f
Applications/Medical Card, intimation has b
2-Rakesh Kumar Behuria Son 15.06.1993 15.06.2018
made to the worker via the Manager(D),
(attending 25 years) Ranital to submit the same at the earliest
this office communication dated 19.07.19
4 Subash Ch. Samal Dillip Kumar Samal Son 02.06.1982 02.06.2007 view of the status the Para may kindly
dropped.
(attending 25 years)
 Pratap Samal Son 10.04.1990 10.04.2015

(attending 25 years)

Parsuram Samal Son 13.03.1994 13.03.2019

(attending 25 years)

The above cases are inclusive not exhaustive. Similar cases not updated till now may be confirmed to audit after due
verification & updating. Accordingly, it is requested to confirm the facts and figures, and also confirm whether any benefits
like Medical Facility, Medical bills, LTC encashment, CEA bill pertaining to the above dependent after expiry of his
dependency has been reimbursed to concerned worker may please be confirmed to audit.

File No:- IA&PV/ Reply trans para/DO-Balasore /2016-17-20 Date:19.08.2021

Replies Special Audit conducted by IA & PV DO BALASORE for the year 2018-19
Para no Gist of para Description of para Management reply
PARA NO.4 .General Para No. 04 –Cat. 25:
CAT-25 Observation
-Special General Observation: -
Audit On verification of Service Book & Leave A/c i.r.o. Deptl. Workers,
the following observations has been noticed by audit team
Reply to point No-1
1- Original Service Book & Leave A/c (Vol.-I) i.r.o. Purussottam Giri, A/L
A letter bearing No-IR/PF/Rupsa/DL/PG/2017 dt 11.08.2020is being issued to the AGM(IR-L),FCI,RO,Orissa
is not available. Photo copy of the service book attached on which it
to return the service Book and leave A/C in respect of Purusottam Giri,A/L FSD Rupsa to this office at the
was mentioned that, the original Service Book was send to RO earliest so that the compliance to the audit para can be made as early possible.
Bhubaneswar for verification. Hence, it is requested to furnish the
status of above records.
Reply to Point No-2

2-Service Book and Leave A/c i.r.o. Sudhansu Sekhar Dash, A/L has
been updated w.e.f.2006 and the status of previous period is not
available for verification and also Bio-data form of Service Book has
not been signed, which may be complied.
The service book and leave A/c i.r.o Sudhansu Sekhar Dash, A/L for the period prior to 2006 is available in
his Personal file (Part-I), which may have been missed out by the Audit team owing to the slim dimension
of the service book. A copy of the said leave A/c, reflecting entry of leave w.e.f his joining is enclosed for
reference (Annex-1). Further, as per the Audit observation, the Bio-data form of Service Book has been
signed by the C.A. and a photocopy of the same is enclosed (Annex-2)

3- Bio-data form of Service Book i.r.o. Goyaram Pal, H/L has not been Reply to Point No-3

signed, which may be complied. The concerned worker has been asked to furnish certain supporting documents towards completion of KYC
after necessary rectification. Since such rectification of KYC documents, under the jurisdiction of outside
Government bodies, is taking time, the Bio-data form on the front page of service book shall be signed only
upon receipt of the above rectified documents.

4- Bio-data form of Service Book i.r.o. Rama Chandra Nanda, A/L has Reply to Point No-4

not been signed, which may be complied for further audit.

Bio-data form of Ram Chandra Nanda, Ex-A/L, has been signed and a copy is enclosed for reference (Annex-
3).

5- Due to wrong carry forward of P/L i.r.o. Kamala Kanta Pati, A/L for
Reply to Point No-5
the period 12/2016 i.e. 67 days instead of 58 days, Excess P/L
encashment has been sanctioned for the period 2017, 2018 & 2019
and also One Day S/L credit excess carry forward due to wrong
calculation for the period 12/09 which may be complied along with
recovery particulars against excess encashment/carry forward of
leave.
6- Service Book and Leave A/c i.r.o. Dillip Kumar Panda, A/L has not
been pre-audited by DO Shillong or concerned Regional office during
his last place of posting, may be complied.
7.Leave sanctioned/order copy/Leave applied application not found
i.r.o Subash Patra which may please be clarified.
8. Service book is the key and most important record of an employee.
During the course of audit it has observed that most of service book
files are in poor conditions. There is chance of missing of documents
from the service book. Proper care must be taken to keep these files in
safe condition.ATR in this regard may please be intimated.
9. Pay control register not updated since 2016-17 i.r.o. workers.
10. As per circular No.Bills.II/Imprest advanced/2014-15, the TA
After complete calculation, it is observed that due to wage revision, net PL Encashment amount was
payable to Sri K.K.Pati. The same has been computed and a copy of the calculation sheet is enclosed for
reference (Annex-4)
Reply to Point No-6
The Service Book/Leave account has been audited by RO Shillong and returned to DO Balasore vide
forwarding no.IR(P)/22(45)/91/1928 dated 18.01.2020 of DO Shillong. A copy of leave account as well as
the forwarding is enclosed for reference (Annex-5).
Reply to Point No-7
It is not mentioned as to which leave sanction Order or application has not been found by the Audit team.
Therefore, in absence of such specifics, it is not feasible to comment. However, all the leave sanction
order/applications are available in both the Personal files, Part-I & Part-II, of Sri Subash Patra. So, it is
possible that Audit team may have not seen Part-I of the Personal file
Reply to Point No-8
Is being complied. Old files with torn file covers are being replaced with new ones and the documents are
being properly tagged as and when any comes to notice
Reply to Point No-9
The entire IR division is comprised of new staffs/officers since the time of new recruitment in the year
2016. By that time, entry in Pay Control Register was already not in practice owing to availability of SCR
report on FAP-Payroll. As such the present staffs were not guided whether to continue entry in Pay Control
Register after FAP system, though invariably the soft copy of the Salary Control Register were downloaded
and refreshed every quarter for all the depots. However, presently the Pay Control updation is being
complied regularly.
Reply to Point No-10
Advance of Rs.67000/- lying under the head TA Advance e is pending with ZO, Kolkata for approval as the
same is not under purview of the Divisional Manager of this office. And the same will be settled only after
advance should be recovered within 15 days from the date of drawal
or from the date of completion of the tour whichever is later.
However, TA advance has not been adjusted or recovered i.r.o. Staff
and workers as schedule enclosed. Further on verification scheduled,
TA advance an amount of Rs. 67,000/- has not been adjusted or
recovered i.r.o. Sri Amit Kumar since Dec-2016.
11. Violation of Hqrs. Circular pension document No.EP.08.2017-23,
dtd.01.08.2017 & circular No.25-2018-26, dtd.17.10.2018.
12. Work slip not available of FSD Rupsa & FSD Keonjhar at DO
Balasore. Hence on what basis DO Balasore cross verifying the
incentive data in payroll may please be clarified to audit.
13. Incentive payment made without verifying work slip. Labour salary
and incentive report cannot be verified due to bills are not prepared
properly
due approval of CA.
In view of the above status para may please be dropped.
Reply to Point No-11- The circular is being complied.
Reply to Point No-12
Workslips are available for FSD Rupsa and FSD Keonjhar, though DOS generated work slips. In compliance
to the Minutes of meeting dated 16.12.2017 at FCI, Hqrs., New Delhi, it has been advised to encourage only
DOS generated workslips/documents/registers and to avoid duplication of manual records/documents etc.
As such, DOS generated reports are being furnished by the depots which is in line with the instructions of
FCI Hqrs. and FCI, RO (Odisha). Copies of the email of FCI RO, Odisha dated 10.01.2018 (Annex-6) and
Minutes of meeting at FCI Hqrs. dated 16.12.2017 (Annex-7) are enclosed for reference. That apart, output
slip in tabular format, duly signed by the Manager(D), FSD Keonjhar is also tallied before making the entry
in FAP. However, if manual booking-cum-output slip is to be continued, suitable instructions may kindly be
provided in light of the above.
Reply to Point No-13
Incentive entries are made only from the work slips forwarded by the Manager(Depot) and the Incentive
payments are made as per the FAP-payroll software. In fact, the figures are doubly tallied with the daily
output statement received from the depot. So, incentive entries are always made as per the figures of work
slip and each and every FAP entry is further verified before processing the month end procedure. Further,
that the Incentive reports are also to be signed alongwith the wage/incentive bill was unknown to the
operating division (for the reason mentioned at sl.9) nor was it sought/mentioned by the Accounts division
ever prior to the audit objection, due to which the Incentive reports were not signed earlier, though the
same was being approved in the notesheet and the bill invoices were signed on each of the occasions.
However, since the time of audit objection, all the reports and bills are being signed before making the
payment.