Check List 

for Passing Contractors Bills
1 Is the bill in prescribed format and in “ORIGINAL” YES/
NO/ NA
2 For First and Progress bills, are the original agreement with enclosures YES/
and performance guarantee available NO/ NA
3 Is agreement no mentioned on the bill YES/
NO/ NA
4 Are conditions, if any, mentioned in the TC minutes and draft YES/
agreement complied NO/ NA
5 Is the allocation furnished in the bill in accordance with the sanctioned YES/
estimate NO/ NA
6 Is the fund certification and work register posting furnished in thebill YES/
NO/ NA
7 Is the currency for the period available YES/
NO/ NA
8 Are Measurement Books enclosed for bills exceeding Rs 5 lakhs and YES/
Final Bills NO/ NA
9 Are the necessary certificates, Test Check and signatures obtained in YES/
the measurement books NO/ NA
10 Is the date of Test Check mentioned in the bill YES/
NO/ NA
11 Does the signature of contractor obtained in the bill tally with that in YES/
the original agreement NO/ NA
12 Is the executed quantity within the agreement quantity YES/
NO/ NA
13 If not, is the rider proposal enclosed for variations duly concurred by YES/
finance, if applicable NO/ NA
14 Is deviation statement enclosed YES/
NO/ NA
15 Does the final bill amount tally with the final rider proposal YES/
NO/ NA
16 Is No Claim Certificate enclosed for final bill YES/
NO/ NA
17 Is the final rider Agreement along with the concurrence and YES/
sanction of the competent authority enclosed with the final bill NO/ NA
18 Does necessary sanction of the competent authority exist for rider YES/
agreement NO/ NA
19 Is the work order enclosed for Zonal Bills? If date ofcommencement is YES/
before the date of issue of work order, has it been regularised? NO/ NA
20 For quotation bill, is necessary sanction of the competent authority been YES/
obtained NO/ NA
21 Does DRM's approval exist for works pertaining to SOR Nos 1135 to YES/
1142 NO/ NA
22 For work orders exceeding Rs 1 lakh, has DRM's approval been YES/
enclosed NO/ NA
23 For huge variation in work order amount, has competent authority's YES/
sanction been obtained NO/ NA
24 Is the address of the contractor along with the payment (bank) details YES/
furnished in the bill NO/ NA
25 In case of excess over estimate, is the certificate regarding cost YES/
escalation and other than cost escalation furnished in the bill NO/ NA
26 Are the details of EFT enclosed with the bill YES/
NO/ NA
Checks required to be exercised by Drawing staff in contractor's  bills:-
1. Qty of railway materials issued for the work is in accordance with the provisions in works
hand book part-III and excess materials used if any recovered in the bills.
2.Quantities are executed as per sanctioned plans and estimates. Any deviations can be
brought to the notice of DEN/sr.DEN concerned in technical check note.
3.Method of measurements and units of measurements are correct.
4.Recovery for railway materials not returned, hire charges for tools & plants and equipments
given to the contractor on hire.
5.Reasons given in the deviation statement to be checked from sanctioned plans and
estimates and measurements recorded. Variation statement is also signed by estimator as
`Technically checked'.

6.To check if certificate regarding taking of released materials with tally book no and page no
references are recorded in the MB for the quantity of released materials. In case of track
renewals, survey of missing fittings are to be recorded in MB before hand before under
taking the work.
7.Test certificates for ballast, cement and other materials as prescribed in the contract to be
verified to see if the values are within prescribed limits.
8. Any lumpsum quantities previously paid are accounted in the subsequent bills by getting
measurements recorded and deduction of lumpsum quantity paid (OR)
carryforward quantities from previous bills from the record measurements by not
carryforwarding the lumpsum quantities paid.
9. Hand receipts (HR) for materials issued and materials received back to be verified with
records in measurement books
The responsibilities of bill clerk in the divisional office in addition to points mentioned
in the check list above can be;-
1. Arithmatical check of calculation of quantities in measurements and the bills.
2. Payment is made as per rates accepted in the contract.

3. Recovery of water charges & cess charges at prescribed rates and recovery ofsecurity

deposit from running bills.
4. Check of vitiation of contract.
5. Necessary certificates are entered by the IOW/PWI and ADEN in the bill as standardised
in the respective division.