Processing of Bills

Sl
Flow of Processing Bills
No
1 The contractor should prepared the bills based on joint measurements
taken and accepted by the contractor and Section Office In charge of the
Project and submitted in triplicates to the Section Officer In charge of
the work for the further process of bills

The In charge Officer of the site or work shall prepare the Abstract of
measurements by recording Abstract of quantities of check
measurements item from detailed measurement books and also verify
the specifications with reference to the Agreements and submitted to the
AEE for approval.

The AEE In charge of the Sub Division should check the check
measurement done by the Section Officer not less than 100% of
quantities items and detailed measurements books as per rates and
quantities as per the Agreement. AEE shall submit the bills along with
the Abstract and detailed measurement books duly recording the all the
required certificates as per the conditions along with the signature of the
contractor for acceptance of measurements for payment. The bills shall
be submitted to EE for approval.

The EE of the Division before signing the bill referred shall compare the
quantities in the bill with measurement books with reference to check
measurement done by the at least 25% of quantities and rates. The bills
has been referred Divisional Accounts Section for verification.

The Accounts Staff of Division has verified with reference to Agreement

and Schedule-B with relevant documents/records. The prevailing
Statutory deductions/applicable recoveries should be effected in the bill.
The same is put up to EE for approval.

The EE of the Division should verify the bills with recommendation of

Accounts Staff and the bills passed by the Division after passing the bill
sent to Head Office for payment along with measurement books.
After receipt of bills at Head Office. CAO has referred the bills to the
Inward Section for entered in the Bill Register.

The Accounts Inward Clerk at Head Office will be entered in the bill
register and handed over to the concerned Accounts Superintendents for
processing of payments.

The Accounts Superintendents of the Head Office should verify the bills
with reference to availability of funds, correctness of Statutory
deductions made in the bills by the Division office and other related in-
formations and put up for payment of bills to ACA.

The ACA of the Head Office to verify the bills submitted by the Accounts
Superintendents with reference to GST, Income Tax availability of funds,
certificates made by the respective divisions, PMC Certificates and other
documents. The file refereed to CAO for approval.

The Chief Accounts Officer accept the bills submitted by the ACA to
examine the bill submitted by the EE, with availability of funds and
other Accounts criteria’s and recommended for approval for payment to
the FA/MD for approval.

As per the Delegation of Powers the bills approved by the FA/MD

respectively.

The approved files referred to Tally should prepare the payment

Vouchers through the Tally Systems and preparation of cheques and
payment orders etc.,

After signing the cheques from the respective officers the Cashier
forward the Cheques to the Banks for Telegraphic Transfer to the
concerned party.

As per the Agreement 80% of the bill amount will be released after
receipt of manual bills at Head Office within 2 or 3 days. After Payment
of 80% the files has been referred to Technical Section for Verification.
The remaining 20% will be released after details technical scrutiny made
by the Technical Section and recommendations of the SE and CE.
The Corporation has pioneered the launch of web-based on line billing in
MS project 2002 package in respect of contractor’s bills for construction
activities. For the time being both manual bill and e-bills are run
parallelly Head Office wever the payments are made based on manual
bill till stabilization of e-bill. On total switch over from manual bill to e-
bill the above procedure shall also apply to e-bill mutatis mutandis.