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Bureau of Outreach Communication, Ministry of I&B

Advance Deposit Cell

Subject: - Issues relating to Advance Deposit Cell/ PAD Accounts.

As per Office Order No.C-20131/2/2019-Admn.II dated 12/6/2019

regarding transfer posting of Officers in Accounts Wing undersign has
been given the charge of DDO-II (PAD Accounts, Establishment, Non-
Plan) copy of order placed below at flag A. After taking over the Charge of
DDO from my Sh.Vikash Sharma AAO.

It is pertinent to bring in the kind notice of my superiours that despite

undersign has been given the charge of PAD Accounts and Advance
Deposit Cell along with the responsibility to perform as DDO of
Establishment and Non Plan no supporting staff such as AAO and
Accountant have been deputed for Advance Deposit Cell and to
maintain PAD Accounts.

After taking over the Charge as DDO-II Establishment, and PAD

Accounts/Advance deposit cell following major issues have come to
notice of the undersign which requires immediate attention and the same
are being put forward in the notice of superiors

1. External audit party has raised an audit Para NO.5 regarding Non
reconciliation of figures of PAD Account with RBI. Observation as
mentioned below:-

Account No. Amount as Amount as Differenc

per DAVP per RBI Amoun
07535101002 1721674064.00 2092431236.19 37075717

As there is a huge difference of Rs. 370757172.19/- in the figures as

per RBI and DAVP the same may be reconciled so that the sources of
transactions may be marked properly.

2. Meeting held in the chamber of Sh. K. K Pant ji Director on 1/7/2019

to reconcile and discuss matters regarding pendency of funds and
matters relating to Accounts wing. It was brought to the notice by Sh.
B.P. Meena ji, ME that several NEFT payments of huge amounts have
been transferred by various clients in the PAD Account during 2017-2018
but despite data sheets issued by Campaign Wing these payments are
not reflecting in the ledger of respective clients. It has also come to the
notice that there are hundreds of NEFT being credited into the PAD
Account by the clients but no data sheet has been received from the
Campaign wing.

3. Sh. Hamid Hussain Asstt. Dir. brought to the notice that ledger
balance of head no.13101 and many more are incorrect and needs to be
corrected. Many ledger balances need regular monitoring as balance
being shown by NIC is not up to the mark/accurate.

4. PAD account prior to June 2017 was handled by erstwhile Davp

and account was maintained by RBI but on June 2017 PAD Accounts and
all related documents were handed over to PAO BOC handing over of the
PAD Account was done by Shri Vikash Sharma AAO and he was
entrusted the job of reconciliation of PAD accounts prior and post handing
over to PAO BOC.

5. Updating of Scrolls which requires regular interaction with PAO

BOC, Entries of cheques and DDs in BOC database. Checking and
updation of TRC registers which includes challan preparation, Entry of
every receipt from Autonomous bodies/PSOS etc and their updating in
ledger.Cont…..page/2
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As Advance deposit deals with financial matters therefore it is

requested that this important work should not be entrusted to DEOs. For
smooth and safe functioning of Advance Deposit Cell/PAD Accounts
undersign requests that one AAO and one Sr. Accountant may be urgently
deputed with undersign however it is suggested that since Sh. Vikash
Sharma AAO who was looking after the reconciliation of PAD accounts and
has full knowledge of all the aspects and discrepancies and procedural
complications which needs to be rectified in Adv. Dep. Cell he has been
posted in FA Cell he may be given the additional charge of PD
Account/Advance deposit cell to assist undersign and rectify all the matters
as mentioned above which requires urgent action. One suitable Sr.
Acctt/Accountant may also kindly be posted to take care and resolve the
above mentioned problems and for smooth performance of Advance Deposit
Cell and to avoid unnecessary audit paras and most importantly to refrain
from any financial anamoly.

Submitted please

(Arun Kumar Sharma)

DDO-II