ANNEXURE - I

Non Credit Assets & Liabilities (Accounts) Elimination Policy

(Version 7.0)

2019-20

Reconciliation Department
General Administration Wing
Head Office : Bengaluru

Main Document
 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

Table of contents

1. TITLE: 3

2. PURPOSE 3
3. POLICY STATEMENT 3

4. SCOPE 3
5. DEFINITIONS: 3

6. STRUCTURAL FRAMEWORK OF APPROVAL COMMITTEES: 5

6.1. MANAGEMENT COMMITTEE OF THE BOARD 5

6.2 CMD-AC: 5

6.3. ED-AC: 5
6.4. 4 GMs - AC: 6

6.5. GM-AC(HO): 6
6.6. DGM-AC(HO): 6

6.7. GM-AC(CO): 7

6.8. DGM-AC(CO): 7
7. RECOMMENDING AUTHORITIES 7

8. GENERAL GUIDELINES: 8
9. POWERS OF THE COMMITTEES/DELEGATED AUTHORITIES: 11

10. PROCEDURE FOR WRITE OFF / MARKING OFF AND WRITE BACK OF NON-CREDIT ITEMS 12

11. PROCEDURE FOR RECOVERIES, IN RESPECT OF ITEMS WRITTEN OFF / MARKED OFF 14
12. PROCEDURE FOR REFUND CLAIMS AGAINST WRITTEN BACK NON-CREDIT ITEM 14

13. ROLES AND RESPONSIBILITIES: 15

14. TIME FRAME FOR IMPLEMENTATION: 16

15. REVIEW: 16
16. ANNEXURE I - FORMAT FOR WRITE OFF / WRITE BACK OF NON-CREDIT ITEMS 17

17. ANNEXURE II - FORMAT OF OFFICE NOTE TO BE PLACED BEFORE COMPETENT AUTHORITY 18

18. ANNEXURE III - FORMAT FOR REFUND CLAIM AGAINST WRITTEN BACK ENTRIES 20
19. ANNEXURE IV - FORMAT FOR THE AGENDA OF THE MEETING 22

20. ANNEXURE V - FORMAT FOR THE MINUTES OF APPROVAL COMMITTEE MEETING 23

21. ANNEXURE VI - FORMAT FOR THE ACTION TAKEN REPORT 24

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

Title:
Non Credit Assets & Liabilities (Accounts) elimination Policy

Purpose:

To establish sound management practices for elimination of unreconciled entries

outstanding under back office heads namely unreconciled interbank/interbranch
accounts, branch adjustment accounts, sundry assets, sundry liabilities, sundry
deposits etc in a manner consistent with the overall strategic goals of the bank and in
compliance with regulatory directives so as to maintain a healthy back office portfolio.

Policy Statement:

Canara Bank being one among the premier nationalised banks in India aims at
prudent and efficient management of balances held on account of unreconciled
interbank/interbranch transactions, sundry assets, sundry liabilities, sundry deposits
etc, by taking effective steps for recovery/ adjustment and timely elimination
wherever necessary so as to maintain a healthy and cost effective back office portfolio.

Scope:

The scope of this document is limited to balance held at various branches and offices
in India on account of interbranch/interbank transactions, branch adjustment
accounts, sundry assets, sundry liabilities, sundry deposits and any other type of
transactions which are of non credit nature.

Definitions:

1.1 Month: Month refers to all days in a calendar month i e, from 1st to the last
day of the month, both days inclusive.

1.2 Quarter: Quarter refers to all days in a calendar quarter

i.e, from 1st of April to 30th of June (both days inclusive) and so on.

1.3 Year: Year means financial year i.e., from 1st of April to
31st March of next calendar year, both days inclusive.

1.4 Non Credit Items: The following type of transactions are considered as “Non
Credit Items” for the purpose of this policy.

1) Entries outstanding under Sundry Liabilities, Sundry Deposits, Sundry Assets,

Branch Adjustment Account and inter branch reconciliation accounts.
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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

2) Un-reconciled entries under Bankers’ account, interbank Reconciliation

accounts, RTGS, NEFT, ATM and other types of electronic settlement
accounts.
3) Balancing & Clearing Differences outstanding under various heads.
4) Credit balance outstanding in any loan account.

5) Stale DDs/Gift Cheques/Overdue Pay Orders without full details.

6) Amount outstanding under margin on Bills/Guarantees, retention money.
7) Entries outstanding in respect of claims / charges relating to Credit Card
transactions.
8) Interest Paid / Unapplied Interest in respect of wrong / double credit of TTs,
DDs, IBAs, RTGS, NEFT etc.
9) Penal Interest / Charges paid on account of delayed remittance of
Direct / Indirect Taxes and other collections etc made to Government
/ Local Authorities.
10) Penalties imposed / Claims settled / Compensation paid as per the
orders of Consumer Forum / Banking Ombudsmen / Statutory Bodies /
Government Departments/ Courts/ Regulatory authorities such as SEBI, RBI,
IRDA etc.
11) Cash shortage observed by Reserve Bank of India, if any, in remittances
made by Currency Chests.
12) Locker Rent in arrears.
13) Income / Commission / Service Charges / Out of pocket expenses / Annual
Fees and other revenues due to the bank but not reckoned in the books / not
recoverable, on account of various reasons are to be “Marked Off” and the
same shall be treated as Non Credit Item for exercising the above powers.
14) Interest Subsidy/Subvention amount that could not be credited to party’s
account as such account being closed.
15) Unreconciled balances outstanding under non implemented GLs.
16) ATM Excess Cash/surplus fund credited to SL.(DBS Wing)
17) Any other item of Non Credit nature.
18) Non credit entries outstanding which can be attributed to parties having
loan/credit liability with us shall not be considered as non credit items and
such entries are to be considered along with loan liability as per extant
guidelines.

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
Structural Framework of Approval Committees:
Management Committee of the Board
Management Committee of the Board shall be the competent authority for considering
the proposals falling beyond the powers of MD&CEO - AC.

MD & CEO - AC:

MD & CEO - Approval Committee
Chairman Convener Members
MD & CEO DGM GA Wing 1.ED Overseeing GA Wing
2.GM GA Wing
3.GM HR Wing
4.GM RL & FP Wing
5.GM DBS Wing
6.GM FM & S Wing
7.GM RM Wing
8.GM of the Wing presenting
the note.

ED-AC:
ED Approval Committee
Chairman Convener Members
ED Overseeing DGM GA Wing 1.GM GA Wing.
G A Wing 2.GM HR Wing
3.GM RL & FP Wing
4.GM FM & S Wing
5.GM RM Wing
6.GM of the Wing presenting the note.

4GMs-AC (HO)
4 GMs Approval Committee (HO)
Chairman Convener Members
GM GA WING AGM/DM, 1.GM HR Wing
Reconciliation 2.GM RL & FP Wing
Department, 3.GM FM & S Wing
GA Wing 4.GM RM Wing
5.GM of the Wing presenting
the note.

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GM-AC(HO):
GM Approval Committee (HO)
Chairman Convener Members
GM, GA Wing AGM/DM, 1.DGM GA Wing
Reconciliation 2.DGM HR Wing
Department, 3.DGM RL & FP Wing
GA Wing 4.DGM FM & S Wing
5.DGM RM Wing
6.DGM of the Wing presenting
the note.

GM Approval Committee (DBS Wing/ RL & FP Wing H O )

(For considering proposals of DBS Wing /RL & FP Wing H O )
Chairman Convener Members
GM,DBS Wing AGM/DM, 1.DGM GA Wing
/ RL & FP DBS Wing 2.DGM HR Wing
Wing / RL & FP 3.DGM RL & FP Wing /DBS Wing
Wing 4.DGM FM & S Wing
5.DGM RM Wing
6.DGM overseeing the Section presenting the note.

DGM-AC(HO):
DGM Approval Committee (HO)
Chairman Convener Members
DGM, GA Wing SM/Manager, 1.AGM/DM Reconciliation Department,GA
Reconciliation Wing
Department, 2.AGM/DM HR Wing
GA Wing 3.AGM/DM DBS Wing
4.AGM/DM FM & S Wing
5.AGM/DM RM Wing
6.AGM/DM of the Wing presenting
the note.

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DGM Approval Committee (DBS Wing / RL & FP Wing HO ) (For considering

proposals of DBS Wing/ RL & FP Wing HO )
Chairman Convener Members
DGM, DBS Wing SM/Manager, RL 1.AGM/DM Reconciliation Department, GA Wing
/ RL & FP Wing 2.AGM/DM HR Wing
&FP Wing 3.AGM/DM RL & FP Wing/DBS Wing
4.AGM/DM FM & S Wing
5.AGM/DM RM Wing
6.AGM/DM of the section presenting
the note.

GM-AC (CO)
Chairman Convener Members
GM AGM/DM BS & IC 1.DGM – Overseeing BS & IC
Section 2.AGM/DM HRM Section
3.AGM/DM RM Section
4.AGM/DM of the section presenting the note.

DGM-AC(CO):
Chairman Convener Members
DGM SM/Manager BS 1.AGM/DM BSIC Section
& IC Section 2.AGM/DM HRM Section
3.AGM/DM RM Section
4.AGM/DM of the section
presenting the note.
Recommending Authorities:
1.5 At Head Office/Circle Office:
Name of the Committee/Authority Recommending Authority
Management Committee 4 GMs - Approval Committee
MD & CEO-AC GM of the Wing presenting the note.
ED-AC -do-
4 GMs - AC -do-
GM-AC (HO) DGM of the Wing/DGM-AC(CO)
GM-AC(CO) DGM of the Circle overseeing respective follow up
section.
DGM-AC(HO/Circle) AGM/DM of the Wing/Circle overseeing respective
follow up
section.

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1.6 All proposals submitted by Circle Offices to Head Office shall be
recommended by GM-AC/DGM-AC of the Circle.

At Branches/Other Offices;

Name of the Recommending Authority

Committee/Authority

1. DGM- AC (CO/HO & Section Head/ Branch-in-charge

above
2. AGM/DM ( CO/HO) Chief Manager/SM incase of ELB/Premier
Branch/PCBs/Sections in CO/HO and branch-in- charge for
other branches.

General Guidelines:

1.7 DGM/AGM/DM overseeing disciplinary matters shall be the member of

respective committees representing HR Wing/HRM Section.

1.8 DGM/AGM/DM overseeing operational Risk Management Department shall be

the member of respective committees representing RM Wing.

1.9 DGM/AGM/DM overseeing BSCA Section shall be the member of respective

committees representing FM Wing.
1.10 DGM/AGM/DM overseeing R & R Section shall be the member of the respective
committees representing RL & FP Wing.
1.11 Chairman of the committee shall necessarily be present in the meeting.

1.12 In the absence of Executive Director overseeing GA Wing, Executive Director

having concurrent charge of G A Wing shall attend/chair the meeting (MD&CEO-
AC and ED-AC).
1.13 In the absence of permanent members,the executive current charge shall
be the member of the committee.
1.14 Executive of the wing/section presenting the note shall be the member of the
committee for the meeting.
1.15 Minimum number of members for Head office/Circle level committees shall be
6 or 5 (including convener) respectively with a quorum of 75% of the number
of members applicable for each Committee.

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1.16 The committee shall consider the interest of the bank in the broad sense, cost
of follow up, operational risk in continuing the entry, prospects for
recovery, cost of recovery, provision to be made etc while arriving at the
decision.
1.17 The minutes of the meetings shall be drawn immediately after concluding
the meeting (excluding MC) and shall be signed by all the members of the
committee.
1.18 The minutes shall be placed to the ensuing meeting along with action taken
report on the decisions within one month. In case of delay in convening
meeting beyond one month, action taken report to be placed before the
Chairman within one month besides reviewing in subsequent meetings. For
proposals permitted by MC, Action Taken Report shall be placed before the M
D & CEO.
1.19 The decisions of the committees are expected to be unanimous. In case of
disagreement, the majority decision shall hold good. The reason for
disagreement should be specifically mentioned in the minutes.
1.20 Proposals for modification of terms and conditions shall be placed before the
same committee.
1.21 In case of rejection of proposals, the committee shall direct the respective
follow up authority, further course of action. Such proposals shall be
resubmitted to the appropriate sanctioning authority (including a lower level
authority if the proposal subsequently falls under their powers on account of
reduction in amount, partial reconciliation of the entry etc) along with the
details of action taken on the direction of the committee.

1.22 In case of proposals rejected by the delegated authority, the recommending

authority, if found necessary, may refer the proposal to next higher authority
for reconsidering the proposal.
1.23 The delegation of powers is for individual entry / item /the date of entry.
1.24 For entries outstanding in currencies other than INR, the Rupee equivalent at
notional rate shall be reckoned for the purpose of delegation of powers.
1.25 Before recommending / permitting Write Off / Marking Off and Write Back,
the following aspects have to be necessarily considered as mentioned under
item no 2 to 12 below.

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2 It should be ensured and satisfied that the best possible efforts have been
put in for :
a. Locating / tallying the balancing and clearing differences ;

b. Adjusting the entries by proper follow-up with related

branches/offices/parties etc;

c. Necessary recovery steps have been exhausted/It is not feasible to

proceed with recovery steps.

d. All the measures in this direction have been exhausted and any
further efforts in the matter would be futile.

e. The Write Off / Marking Off and Write Back is recommended / permitted
as a last resort and no other alternative is left for adjustment
/ reconciliation.
3 The matter has been examined from staff angle and wherever
required,necessary action has been initiated and process completed.

4 Proposals for ULTIMATE Write Off / Marking Off and Write Back including
waiver of unapplied interest (notional), wherever applicable, alone is to
be considered under the purview of this policy.

5 It is to be ensured that there are no claims pending from any Payee /

Beneficiary / Other Banks / Parties in respect of items recommended /
permitted for Write Back.

6 With respect of entries on account of Fraud, Theft, Burglary, Cash Shortage,

penalties & penal interest and payments made on account of orders of
courts/consumer forum/DRT/Banking Ombudsman, Regulatory bodies like SEBI,
IRDA, RBI etc, it has to be ensured that all the stipulations/directions of
the respective follow up authorities have been complied with. Such proposals
are to be routed through the respective follow up authority at Circle Office.

7 Proposals for write off of entries on account of Cash Shortage, Fraud,

Theft, and Burglary & Dacoits shall be submitted to R & R Section,
RL & FP Wing, Head Office,. Proposals for write off of entries on
account of Penalties paid for delayed / non payment of TDS /IT/ Professional
Tax, award passed by OMBUDSMAN, Credit card TODs, etc are to be forwarded
through the respective follow up authority at HO/Functional Wing.

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8 Proposals for write off of entries on account of cases filed by the Bank/cases
filed against the bank shall be submitted through Recovery Wing, Head Office.
9 All other proposals coming under the powers of HO Committees are to be
submitted to Reconciliation Department, GA Wing, Head Office.

10 With respect to entries for which part recovery from staff in regular
installments is ordered and the concerned employee has accepted the liability,
such proposals can be submitted to the appropriate committee for write off of
the differential amount.
11 It has to be ensured that the entry has been reported in the incident
reporting package, details of which to be incorporated in the office note.
12 Entries on account of outstanding telegraphic transfers, mail transfers,
demand drafts, pay orders and bankers cheques(without details), sundry deposit
accounts, vostro accounts/Nostro accounts, inter-bank clearing
adjustments, unadjusted National Electronic Fund Transfer (NEFT),
credit balances and other such transitory accounts, unreconciled credit
balances on account of ATM transactions etc., covered under the Depositor
Education and Awareness Fund Scheme (DEAF) shall be shown/submitted
separately while submitting write back proposals.

13. Powers of the Committees/Delegated Authorities:

Amount in Rupees
Name of the Committee / Delegated
Authority WRITE OFF WRITE BACK
MC Full Power Full Powers
MD&CEO-AC 10,00,000 25,00,000
ED-AC 5,00,000 20,00,000
4 GMs-AC 3,00,000 15,00,000
GM–AC(HO) 2,00,000 10,00,000
GM-AC (CO) 1,50,000 4,00,000
DGM(CO/HO)-AC 75000 2,00,000
AGM/DM OVERSEEING(CO/HO)- 25000 50000
DGM-Heading R.O 25000 50000
AGM/DM-Heading R.O 10000 25000

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
Procedure for Write off / Marking Off and Write back of Non-Credit Items :
13.1. Non liquidation of the entry has to be reported in the incident reporting package.

13.2. Branches / Offices shall Submit the Annexure I through Web based Write Off
Write Back Package and forward the details of items to respective follow up
section at Circle Office as per the Annexure I of this policy along with related
papers for their permission / recommendations to Write Off / Write Back of
non-credit items. Annexure-I has to be prepared in triplicate and branch has
to submit two copies to Circle Office, retaining third copy for their
records/further follow up.
13.3. Circle Offices have to scrutinize the item/s recommended for Write Off /
Write Back by Branches / Offices and satisfy themselves in all respects before
recommending/ permitting for Write Off / Write Back. COs have to ensure
that the Branches / Offices forward the details of items as per the format in
Annexure I. COs shall call for additional details/documents as required
and ensure that all related guidelines are complied with before submitting the
Annexure II through SAS Package for permitting/recommending for write
off/write back.
13.4. The Office Note shall invariably contain the complete details such as
subject, present proposal, date of debit to SA / BAA, date of credit to SL /
SD, history in detail, steps taken by the Branch for adjusting the
outstanding entries, recovery steps initiated, internal investigation, staff lapses
observed and punishment imposed, Insurance Claim preferred and amount
settled, (if insurance claim is not preferred / settled the reasons for the same),
outside investigation and its present status, incident reporting details
and Circles views with recommendations.

13.5. In respect of proposals falling beyond circle powers, the same has to be placed
before the GM/DGM Approval Committee (circle head), who in turn shall
recommend the proposal to head office.
13.6. Submission/recommendation under Annexure-II to be made through SAS Package
upto the level of Recommending Authority. After permission or recommendation
(proposals beyond Circle Power)from the delegated authority/committee,
convenor has to convey the decision in Annexure II through SAS Package.
<<<< << <L

13.7. Soft copy of Annexure-1/ list of entries as per format to be mailed separately to
hogahk@canarabank.com after marking against each whether the entries qualify
for DEAF in case of Write-back.

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13.8. Proposals coming under various wings at Head Office and branches/Offices
directly reporting to Head Office Wings shall be placed before the
executives of respective wings upto the powers of Asst General Manager.
Proposals falling beyond the powers shall be submitted to Reconciliation
Department G A Wing Head Office for placing before the competent authority.
Proposals for entries of DBS Wing / RL & FP Wing up to the powers of GM (HO)
shall be placed before the respective delegated authority at the wing. Proposals
for entries falling beyond the powers of GM (HO) DBS Wing/ RL & FP Wing shall
be placed before the appropriate authority directly by the wing.
13.9. Reconciliation Department G A Wing shall place office notes received before the
appropriate committee and shall convey sanction and follow up till the issue of
IBA/receipt of IBA from the branches.
13.10. For write off proposals permitted by all authorities, Reconciliation Department,
G A Wing shall issue IBA to respective branches/offices besides conveying
the sanction to respective circles/follow up authorities. It shall be the
responsibility of the follow up section at circle office in ensuring adjustment of
corresponding entries by following up with the respective branches/offices.
Proposals originated from DBS Wing/ RL & FP Wing shall be accounted at
the respective wings itself.
13.11. Write back proposals falling under circle powers, Circle office should convey the
sanction to respective branches for issue of IBA and thereafter, the Annexure I
along with the office note placed duly recording the orders of the sanctioning
authority to be forwarded to Reconciliation Department, GA Wing, Head
Office. The details of IBA issued by the branch should be invariably recorded in
the office note. The IBAs are to be issued on DP code 38, duly mentioning the
sanction proceedings details under narration. Soft copy of Annexure-1/list of
entries as per format to be mailed separately to hogahk@canarabank.com.
13.11.1. Concerned Section submitting the proposal to upload signed copy of Annexure
IV and V in Web based Write Off/Write Back package wherever the same is
approved/recommended by DGM/GM Approval Committee.
13.12. Office note placed before each delegated authority/approval committee
should be serially numbered separately. Concerned Section at Circle offices /
Head Office shall preserve the original Office Note permitting Write Off
/Marking Off/Write Back and other related papers in seriatim, sanctioning
authority wise at their end and to produce the same whenever called for. This
may be verified by the Internal Inspectors / Statutory Auditors during
Inspection / Audit of Circle Office/Wings.
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14. Accounting (at GA Wing/DBS Wing/RL&FP Wing only):

1 Accounting of entries written off and written back that do not qualify for
remittance to DEAF and qualifies for crediting to profit and loss account shall be
to the debit/credit of GL 420083100 GC -Misc.
2 Entries that qualifies for remittance to DEAF scheme shall be credited to
GL: 209271030 SL-OL-OTH-FURNISH-DTL (at GA Wing/DBS Wing/RL & FP Wings),
duly retaining the original date of entry in a separate database for MIS
purposes and such entries should be remitted to DEAF fund on reaching 10 years
or the period specified by RBI from time to time from the original date of entry.

3 Claims received for entries remitted to DEAF scheme shall be debited to

GL:122422115 SA – Receivable from GOI for the purpose of refunding to the
branch/customers and the entry should be wiped off on settlement of the claim
with DEAF through BSCA Section of FM&S Wing.
15. Procedure for Recoveries, in respect of items written off / marked off

Branches / Offices, subsequent to writing off / marking off of Non-credit items,

may recover certain amounts relating to such items at a later date. In
such cases, Branches / Offices should transfer the recoveries made to
Reconciliation Department (DPCode:38), General Administration Wing, Head
Office by way of a Branch Advice duly furnishing the Branch Advice Number and
Date earlier received from Reconciliation Department, Head Office, by which the
Write Off proceeds were credited to the branch / office. The details of entries
for which refund is made to be informed to Reconciliation Department
(hogahk@canarabank.com) through email, and a copy of email to be marked to
BS&IC Section of circle office for information.
16. Procedure for Refund Claims against written back Non-credit item
16.1. Branches / Offices should forward any valid claim received against the
written back non-credit items to Reconciliation Department, G A Wing, Head
Office through Circle Office as detailed hereunder:
16.2. The Branches / Offices seeking refund should satisfy themselves with the validity
of the claim and confirm its genuineness.
16.3. Refund claim from the Branches / Offices shall be as perAnnexure III.
Annexure III is to be submitted through WEB Based Write Off/ Write Back
package authenticated by branch-in-charge.

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16.4. Original & duplicate should be forwarded to their respective Circle Office.
Triplicate copy to be retained for branch records.
16.5. Circle Office has to scrutinize the refund claims received and satisfy themselves
about the genuineness of the claim before recommending to Head Office.
AGM/DM overseeing respective follow up section at Circle Office shall be the
recommending authority for refund claims on account of entries up to
R s 1,00,000/-. Refund claims on account of entries beyond Rs 1,00,000/-
should be recommended by the Circle Head. Circle Office to submit the
annexure III through the said package after retaining duplicate shall forward the
original to Reconciliation Department, G A Wing, Head Office.

16.6. AGM/DM, Reconciliation Department, GA Wing / DBS Wing / RL&FP Wing shall be
the competent authority for permitting refund claims for entries up to Rs
50,000/-. Refund claims for entries above Rs 50,000/- up to Rs 2,00,000/-
shall be permitted by DGM, GA Wing/DBS Wing / RL & FP Wing. Refund claims
for entries above Rs 2,00,000/- shall be permitted by GM, G A Wing/ DBS Wing/
RL & FP Wing.
16.7. Reconciliation Department, G A Wing,HO will issue IBAs directly to respective
branches by debiting GL 420083100 GC –Misc in case of amount credited to the
same GL at the time of Write Back process or GL 122422115 SA-Receivable from
GOI in case of the amount already transferred to RBI DEAF as per their policy.
17. Roles and Responsibilities:

17.1GM/DGM of GA Wing shall be the empowered authority for issuing operational

guidelines and clarifications on the policy.
17.2 GM, GA Wing, Head Office shall be the designated authority for constituting
committees at Head Office. If for any reason, the designated executive
cannot be made member of the committee, other executives from the
respective wings, preferably of the same rank may be nominated to
the committee on the specific recommendation of GM of the wing.
17.3 GM/DGM(circle head)shall be the designated authority for constituting the
committees at respective circles.In case the designated executive is
overseeing more than one section, circle head shall nominate other
executives of the circle so as to maintain the total number of members of the
committee (5). In the absence of required number of executives at the circle
office, circle head may nominate Executives/Senior Managers heading
branches/other administrative offices within the circle.
17.4 Conveners of the respective committees shall be responsible for holding the
regular meetings of the committee, circulating copies of the notes among
members, drawing minutes of the meeting, conveying decisions of the committee

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and ensuring implementation of the orders of the committee. In the absence of
convener, Executive/SM/Manager having concurrent charge shall be the convener.
17.5 GM-AC/DGM-AC (circle head) shall also review the outstanding position of
minor subsidiaries on a quarterly basis. Quarterly office note on house keeping
(accounts) hitherto being placed before the circle head shall also be placedbefore
the committee for review. Minutes of such meeting along with copy of
the office note shall be forwarded to GA Wing, Head Office for information
th
before 15 of the month succeeding the quarter.
17.6 The Chairman shall review the Action Taken Report (ATR) and advice
further course of action wherever necessary, in case of delay in holding
meetings beyond one month from previous meeting.
17.7 Action Taken Report on proposals permitted by MC shall be placed before the
Managing Director & CEO.
17.8 The committee shall review the existing system and procedure and recommend
necessary preventive steps including change in existing system and procedure
wherever found necessary.

Time Frame for Implementation:

The policy shall be effective from the date of notification by General Manager, G A
Wing.
Review:

The policy shall be subjected to review on a yearly basis by the Board of Directors.

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
ANNEXURE I
FORMAT FOR WRITE-OFF/WRITE-BACK OF NON-CREDIT ITEMS

From : To:
Dpcode : ……………….. section
Branch : Circle Office

Dear Sir,

Sub: Write Off / Write Back of Non-Credit Items

We request you to permit the following Non-Credit Items for Write Off / Write Back :

Sl Date of GL CBS Recon CBS Recon Incident Amount Details/ Qualifies

No. Entry Code Number Srl reporting No & (Rs) Nature of for DEAF
Number Date Entry under yes/no
SA / BAA /
SL / SD

TOTAL

We certify as under:
a) The above items recommended for Write Off / Write Back were reported
periodically in the relative PRR and were regularly followed up by us.
b) We have taken all possible measures in adjusting the entry/recovery and
write off/write back is recommended as a last resort.
c) The above items recommended were duly examined and the same falls under the
purview of non credit items as defined under the Non Credit Assets & Liabilities
Management Policy.
d) The matter has been examined from staff angle and confirm that there are no staff
lapses / wherever staff lapses are observed necessary action has been initiated
and process completed. [Strike out which ever is not applicable]
e) Insurance claim settled for Rs……………./- Insurance claim preferred but rejected for
reason…………../Insurance coverage not available.
f) We confirm that there are no claims pending from parties / payee / beneficiaries/ Govt
Departments/other Banks in respect of items recommended for Write Back.
g) The entry qualifies/do not qualify for remittance to DEAF Scheme.
Kindly send Branch Advice for the above/ accord permission for issue of Branch Advise for write
back.

Date: Officer Manager/S M Branch-in - Charge

Name: SP No:

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
ANNEXURE II
FORMAT OF OFFICE NOTE TO BE PLACED BEFORE COMPETENT AUTHORITY

From : Submitted to:

Ref No : Date:

Sub : Write Off/Write Back of Rs…… outstanding under………………..(head) at

………………… branch (DP:…………………)

Present proposal:

Details of Entry:

CBS Details and Qualifies for

Date of CBS Recon Srl Nature of Entry DEAF yes/no
Sl. GL Number Amount under SA / BAA /
Entry Recon (Rs)
No. Code SL / SD
Number

TOTAL

Note: If number of entries are more, an appropriate summary only needs to be

furnished here. Annexure-1 submitted by the branch to be attached.

History in Detail:
Complete details of entry (other than those mentioned above) including follow
up and steps taken for adjustment of the entry/recovery to be furnished (in all cases of
theft, burglary, fraud, cash shortage irrespective of amount and non credit items
of Rs 1.00 lakhs and above) duly mentioning the above serial number.

Internal Investigation:
Details of internal investigation, staff lapses observed, punishment imposed etc.

External Investigation:
Details of FIR lodged/investigation conducted by other external agencies & its present
status.

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
Insurance Claim:

Insurance coverage available, claim preferred if any and amount settled, (if insurance
claim is not preferred / settled the reasons for the same).
Views/Recommendation:

We certify as under:
a) The above items recommended for Write Off / Write Back were
reportedperiodically in the relative PRR and were regularly followed up
by us.
b) We have taken all possible measures in adjusting the entry/recovery and
write off/write back is recommended as a last resort.
c) The above items recommended were duly examined and the same falls under
the purview of non credit items as defined under the Non Credit Assets &
Liabilities Management Policy.
d) The matter has been examined from staff angle and confirm that there are
no staff lapses / wherever staff lapses are observed necessary action has been
initiated and process completed.
e) We confirm that there are no claims pending from parties / payee /
beneficiaries/ other Banks in respect of items recommended for Write Back.
f) The entry qualifies/do not qualify for remittance to DEAFScheme.

We recommend write off/write back/marking off an amount of Rs,…………….

(Rupees…….. ……………….) as per details furnished above.

Officer Manager/Senior Manager Divisional Manager/AGM

Name :

SP No:

Orders of Delegated Authority/Approval Committee

Date : DM/AGM/Convener:

SP No:

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20
ANNEXURE III
FORMAT FOR REFUND CLAIM AGAINST WRITTEN BACK ENTRIES
(TO BE PREPARED IN TRIPLICATE)
From, Submitted to: Reconciliation Department,
G A Wing, H O
Bangalore.
Branch Through:
……………………. Section,
Dp code : Circle Office,……………………….

Ref No : Date:

Dear Sir,
Sub : Refund Claim

We request you to refund the following Non-Credit Items, written back and sent to you
as detailed hereunder:
Sl. Date of GL Code CBS Recon CBS Recon Srl Amount
Details of IBA
No. Entry Number Number

TOTAL

We certify that:
a) We had Written Back of the above entries as per details furnished above and
have not claimed the amount so far.
b) We have verified the relevant papers / records before
requesting for refund.
c) The refund claim is genuine / valid and we recommend that the refund requested
may be permitted.

Date:

Officer Manager/Sr.Manager Branch Incharge

Name:

Sp No:

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

FOR CIRCLE OFFICE USE:

Branch Ref No :
Date :
Details of Claim:
No of Entries: ……….. Amount(Rs):……………..
We certify as under :
a) The above items requested for refund were permitted by CO/HO for Write Back
vide Office Note/Order No. dated .

b) We concur with the request of the Branch and the refund may be permitted.

Date:

Officer Manager/SM/DM/AGM DM/AGM/DGM/GM

SP No:

For use at Reconciliation Department, Head Office.

Claim verified with entries written back and found correct. Refund may be
permitted.

Date : Officer Manager/Senior Manager

Orders of DM/AGM/DGM/GM

IBA No:…………………………..issued on :……………

Officer/Manager/Senior Manager

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

ANNEXURE IV
Format for the Agenda of the Meeting

Date:

Time:

Venue:

Sl
Branch/Section/Wing Ref No & Date Subject
No
1.
2.
3.

Note: Sl No 1 shall be the confirmation of minutes of the previous meeting and the action
taken report thereon.

(Convenor)

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

Annexure V
Format for the Minutes of Approval Committee Meeting

Minutes of the Meeting of Approval Committee

Meeting No :
Date :
Venue :

Agenda Ref No and date Subject Decision of AC

No
1.
2.

Leave of Absence granted to:

1.

2.

(Convener)
Regular Members Present:

Sl Designation,
Name Signature
No Wing/Section
1.
2.
3.

Other Members Present:

Sl Designation,
Name Signature
No Wing/Section
1.
2.
3.

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 Non Credit Assets & Liabilities (Accounts) Elimination Policy (V 7.0) 2019-20

Annexure VI
Format for the Action Taken Report

Meeting No :
Date :

Meeting
Subject & Decision
No & Ref No and date of Present Position/ Reply
Agenda AC
No
1.
2.

(Convener)

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