Saturday 12 May 2018

Certain Doubts relating to CFMS claims

Certain Doubts relating to CFMS claims

1) Regarding On line Pay bills/DA arrears,  which documents shall be scanned and attached to the Digital bill at DDO level and which are not?(i.e., Outer/Inner sheets of the Claim, Ink signed Schedules, Proceedings Orders, Change Statement, Cadre Strength etc., ). Is there any inter link to AG, AP, Hyd and APGLI Dept etc., with this CFMS package to download the documents,  if the DDO skips the attachment of Scanned copies of  the said documents under certain circumstances.

 star.gif  All the documents that are required for audit of salary bills / arrear bills etc. need to be scanned and attached. Integration with AG,AP and APGLI are part of CFMS.
2) Regarding Manual pay bills/Increment arrears/Supplementary pay bills, which documents shall be scanned and attached to the Digital bill at DDO level and which are not?(i.e., Outer/Inner sheets of the Claim, Ink signed Schedules, Proceedings Orders, Cadre Strength etc., )

  star.gif  All the documents that are required for audit of salary bills / arrear bills etc. need to be scanned and attached.
3) Regarding Medical Reimbursement bills, which type of documents are mandatory i.e., which documents shall be insisted as attachments(Scanned documents) as the Medical Reimbursement bills consists of  so many enclosures such as Proceedings Order, Medical Board scrutiny letter, Abstract Final bill, Emergency Certificate, Essentiality Certificate, Appendix-II, Check list, each Cash payment Receipts, Discharge Summary etc.,

 star.gif   There is no change in the requirement of the mandatory documents that are required for review and audit of Medical Reimbursement Bills.
4) Regarding Rationalization of Sub Treasuries, Old DDO codes (which were allotted in previous Treasury) are retained as same in CFMS package without changing the DDO codes as per newly allotted  Treasury, though the said DDOs  are shifted to new Treasuries. In this case what is the procedure for payment of bills relating to this offices(DDOs). For Example One mandal i.e., Yadiki is shifted from Sub Treasury, Tadipatri(Treasury code 1016) to Sub Treasury, Gooty(1004)  and all DDO codes which are shifted as said above are displaying at Both Sub Treasuries instead of displaying at One SubTreasury. In this case, at which Sub Treasury the said DDOs bills shall be admitted?

  star.gif  In CFMS, there is no smart coding, which is the best practice for any ERP implementation. However in the interest of the continuity to the extent possible and feasible, the same DDO codes have been retained though there was an opportunity to standardize and rationalized. With respect to newly rationalized sub treasuries, old DDO codes are retained to facilitate easier shifting of legacy records into CFMS amongst many other changes that have to be under taken. While this is a change management aspect from a functional and process perspective, there is no impact as every DDO code (Fund Center) is tagged to which treasury it is attached to. This configuration will ensure that bills will flow the right way. The specific example pointed out it is not possible in CFMS as one DDO code mapped to one treasury. It is our understanding that this is also not possible in HRMS. Further if by chance, two treasuries were to appear in DDOs login, it is our assumption that all the DDOs and STOs made aware of the rationalization already and therefore the DDO would know which one to choose.
5) Regarding Single Drawing and Disbursing Officer to multiple Offices with different DDO codes at different Treasuries (At present which is in practice at some Departments like Forest, Fisheries, Fire etc.,), how can the data related to Employees under old DDO code can be shifted to Single DDO. What is the procedure to be adopted in this case?

 star.gif   To put it differently the practice that the same person who is acting as DDO for one office is also acting as DDO for different offices. Specifically this would mean one person is operating multiple DDO codes. This is like the bills being made at respective office but being authorized at one central level. Through CFMS workflow configurator process the same practice can be continued but little differently. If the workflow configurator is rightly used the practice of creating bills in respective offices ( Org.Units) can still be achieved defining maker, checker in respective office itself and the submitter (DDO).   
6) Regarding Worked Charged bills:- there are some DDOs from Irrigation and Works Accounts  such as Public Health, PRI Division, PR PIU Division, RWS Division, R&B Division etc., have been drawing salaries of their provincial Establishment through Treasuries through Treasury DDO code, the same DDO has  claimed salaries of Work charged Establishment with PAO DDO code. But, now Work Charged Salaries are coming to Treasury in addition to provincial Salaries that means the DDO will have TWO DDO codes at Treasury itself, which is not admissible as per CFMS package. In this case, what is the procedure to be adopted at both the levels i.e., DDO level and Treasury level.

 star.gif  The doubts may be clarified point wise so as enable us to forward this information to all our Sub Ordinate Offices.
The practice of drawing salaries on  DDO code issued for operation in PAO(w) has been dispensed with vide G.O.Ms.No.43 Fin Budget-1 Dept. Dt.27.03.2018.  In CFMS, the salary drawing DDO codes (HRMS/Treasury) only have been adopted.  In cases where the HRMS/ Treasury DDO code did not exist and in absence of any other code, the PAO DDO codes were used.  It is our assessment that such instances were near zero.  In case of specific example cited all these offices were assigned with only one DDO code i.e. HRMS/Treasury DDO code.  Therefore, when work charged establishment are picked up they are expected to be paid through the existing HRMS/Treasury DDO code.

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