AB Party No.

07
OFFICE OF THE ACCOUNTANT GENERAL
(AUDIT), ASSAM, MAIDAMGAON, BELTOLA,
GUWAHATI – 781 029

Audit Requisition No. 1

Date:22-01-2019
In connection with the Audit on the accounts of Addl. Director of Agriculture (Horticultue), Diphu
under Article 13 of C&AG’s DPC Act 1971, the following information/recordspertaining to the O/oThe
AEE Fisheries, Diphu may be made available to the audit party for verificationplease.
(Period of audit: from 09/2017 to 31.12.2018)

1. Short write up about function and objective/overview of organization

2. Organisation chart of the establishment/organisation (Top to Bottom level)
3. Cash book, Cash Account,Pay bill Register, Contingency bill register, Acquittance Rolls, Treasury
Transit Register,
4. Cheque issue register, counterfoils of cheque, Stock Register of cheque books.
5. Fund receipt register and fund disbursement register.
6. Receipt book, Subsidiary Cash Books, Challans.
7. Copies of bill /vouchers/APR , TA/LTC bills
8. DDO Account with up to date (April 2018) Bank Statement/Bank pass book, if not closed
9. GPF/CPF Advance Registers,
10. Service Books and leave accounts
11. Records of budget allocation and expenditure, FOCs received and expenditure made there against,
12. Copies Budget estimate, copies of Budget allotment, FOCs etc
13. All scheme files along with copy of sanctions,
14. NIT/CS/agreement/work or supply orders, bills, vouchers of all departmental Major and Minor
works and purchases,
15. Sale proceeds collection register, Cash book, receipt books,
16. Treasury Challans available, if any, with regard to revenue deposit.
17. All records and files relating to payment of provisional pensions, Provisional gratuity etc.
18. Register of valuables and Register of Advances, Advance adjustment register.
19. Old Inspection Report(s) for Review and details of outstanding paras.
20. Internal Auditor’s report.
21. Incumbency position as per Format-1 and Staff position as per Format-2
22. List of service book of staff maintained by this office
23. List of employees going to retire in the next 2 years,
24. Certificate of Assurance as per Format-3
25. Additional information as per Format-4
26. Details of bank accounts with balances as per Format-5
27. Information as per Proforma-1(A), 1(B), 2(A), 2(B), 2(C) and IT questionnaire
28. Details of Departmental Vehicles:
i. Details of vehicles as per Format-6
ii. Files/records relating to purchase of vehicles
iii. Allotment/attachment of vehicles, log books/ History Sheet of all vehicles
iv. Files/records relating to auction/sale of vehicle, if any
v. Files/records relating to hiring of vehicle and expenditure incurred, if any and information
on hiring of vehicles as per Format-7.

29. Budget allotment and Expenditure in Format 8

30. Monthly expenditure statement in Format 9
31. Position of AC bill and DCR in Format 10 & 11
32. Details of fund received from other source and fund released to NGOs in Format 12 & 13
33. Programme/Scheme fund and expenditure postion in Format 14
34. Positon of contruction work may be given in Format 15
35. Any other records as and when called for.

Forwarded to the Addl. Director of Agriculture (Horticultue), Diphu, for information and making
necessary arrangement for submission of the data / records etc as sought for, please.

Audit Officer/SS (AB) P No.7

 FORMAT - 1

Incumbency position from 09/2017 to 31.12.2018

Sl Head of office From To
No
1

Sl Drawing and Disbursing Officer From To

No
1

Signature of DDO with seal

 FORMAT - 2

Staff position as on 31.12.18

Sl. Designation Group Total no of Men-in Roll (+) Excess Remarks
No. (A,B,C,D) Sanctioned (-) Vacant
post(s)
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.

Total no. of Staff :

No. of staff going to be retired
from service during next two years :

No. of Service Books maintained :

Signature of DDO with seal

 FORMAT - 3

Certificate of Assurance including issues relating to Fraud & Corruption

This is to certify that during the period from September 2017 to December 2018 there were

the following cases / no cases of fraud and corruption, misappropriation / embezzlement of

funds/ theft of Govt. property in the office of AEE, Fisheries, Diphu

Cases of fraud and Corruption/ misappropriation /

Embezzlement of funds / theft of Govt. property.

1.

2.

Signature of DDO with seal

 FORMAT - 4
Additional information
Sl Required information Departmental reply
1. Full Postal address of the office

2. a) Telephone No:
b) FAX No:
c) E-Mail:
d) Web site:
3. DDO Account
a) Current Account(s) No-
b) Saving Account(s) No -

4. Do you have ‘Internal Audit’ system? If so,

period up to which the Internal Audit has been
conducted?
5. Objectives/Function of the Office/
Organization.
6. Please furnish the important project/scheme of
the department undertaken/executed by this
office
7. Whether any enquiry under taken by the State
Vigilance/Director of Economics
Officer/CBI or any other investigating
agency during the period covered by audit?
8. Is there any case of Suspension/ Dismissal or
Departmental proceeding against any
Officer/Staff? If so, pl. furnishes brief
particulars.
9. Is there any new Appointment/Promotion
during the period covered by audit? If so,
please furnish the brief particulars.

10 Is there any Un-audited period to be audited

by the AG (Audit)? If so, pl. mentioned the
period and reasons for lying un-audited for the
said period

Signature of DDO with seal

 FORMAT - 5
Details of the bank accounts maintained
Name of the Programme for which Bank Account number Name of the Bank and Branch Type of Account Balance as on
the bank account maintained (SB/CA) 31.12.18
`

Note – Details of bank accounts closed, if any, may also be furnished.

Signature of DDO with seal

 FORMAT – 6

Statement showing the detailed position of Departmental vehicles under the disposal of The AEE, Fisheries, Diphu

SL Registration Type of Date of Total KM Expenditure incurred Whether the If OFF road, Name of the Driver/ Remarks
No No. vehicles purchase and run as of on repairing for the vehicle is ON date since Handyman attached to the
value 31.12.18 financial years.... or OFF road when vehicle
`
1 2 3 4 5 6 7 8 9 12

Total sanctioned post of drivers :

Men-in-position in respect to drivers:

Signature of DDO with seal

 FORMAT – 7
Statement showing details of hiring of vehicles and expenditure incurred thereon, if any,from September 17 to December’18

Month Type of vehicle No. of Rate Amount of hiring Expenditure incurred, if any, for Remarks
vehicles per day charge paid POL Repair and Payment for
hired maintenance driver
` ` ` ` `

..

..

Signature of DDO with seal

 Format - 8
Budget allotment, fund received, expenditure made there against from 2015-16 to 2018-19 (upto December 2018) in respect of The AEE, Fisheries, Diphu

Budget Allotment FOC Received Expenditure (-) Savings/ (+) Excess

Year Detailed Plan Non-Plan Plan Non Plan Plan Non-Plan Plan Non-Plan
Head of
Account
Salary
2015-16
Non-Salary
Salary
2016-17
Non-Salary
Salary
2017-18
Non-Salary
2018-19 Salary
(upto
October Non-Salary
2018)
Salary
Non-Salary

Seal and Signature (DDO)

 Format - 9

Statement showing month-wise expenditure for the period from Since Semptember 17 to December 2018

Month Salary Wages Non-salary Total

OE/Contg TA LTC Elct Scheme/
Progrmme
fund exp.
` ` ` ` ` ` ` `

Signature and seal of DDO

 Format –10

Statement showing the detailed position of Abstract Contingency (AC) Bills as on 31.12.18

Sl. Sanction no and date Purpose Total amount Total amount Total amount Balance Total amount/Date and
No. sanctioned drawn vide disbursed letter under which DCC
Bill no & bills submitted, or if not
date reasons for non-
(Rs) (Rs) (Rs) (Rs) submission
1 2 3 4 5 6 7 8

Signature of DDO
Seal and Date
 Format -11
Statement showing the details of up to date position of Deposit-at-call-Receipt (DCR)/BC/BD/Fixed Deposit etc. retaining
by the DDO
SL Govt. sanction Purpose Total amount Total amount Balance Date & amount Name of the Remarks
No. and date drawn disbursed kept in DCRs Bank issued
DCRs
1 2 3 4 5 6 7 8 9

Signature of DDO
Seal and Date
 PROFORMA 1(A)

INFORMATION FROM CONTROLLING OFFICER RELATING TO ON GOING CENTRAL AND STATE

GOVERNMENT SPONSORED SCHEME

Period/ Name of Scheme/ Name of DDO wise position of fund release Fund Forwardi Fund release in kinds (Materials supplied)
Year Programme DDOs to related in Cash/BD/Cheque ng letter Name of Quantity Rate Value of Delivery
taken up for whom Amount of BD/Cheque Date of No. and materials supplied material Challan
implementation fund Cash/BD/ No.and date release date supplied Supplied No. and
released Cheque date.
1 2 3 4 5 6 7 8 9 10 11 12

NB. Copy of relevant Guideline, Annual Action Plan, Book-Let, Study report etc. are to be collected from Controlling Officer.

Signature of DDO with seal

 PROFORMA 1(B)

INFORMATION (GENERAL) FROM CONTROLLING OFFICE RELATING TO NORMAL ACTIVITIES

(SALARY, NON-SALARY ETC) IN RESPECT OF DISTRICT LEVEL UNIT OFFICES

Name of DDO whom Budget allotment on Salary etc. FOC released on Non-Salary Forwarding letter
fund placed No. and date under
Period/Year Amount Allotment FOC No. and date Amount of which FOC
allotment Order No. FOC released.
and date

Signature of DDO with seal

 PROFORMA 2(A)

(INFORMATION TO BE COLLECTED FROM DDOs DURING LOCAL AUDIT FOR CREATION OF ELECTRONIC
DATA BASE OF AUDIT PROFILE)

Name of the Name of Mailing Telep FAX Objective Ranking Position Receipt and Expenditure Remar
Department the DDOs Address hone No. Programme (A,B,C) of Audit ks
No. Year Receipt Expenditure
Salary Non- Salary Non-
Salary Salary
1 2 3 4 5 6 7 8 9 10 11 12 13 14

Signature of DDO with seal

 PROFORMA 2(B)

DETAILS OF SCHEMES/PROGRAMMES UNDER IMPLEMENTATION

Name of the State/Central Estimated Date of Targeted Date of Expenditure Progress of Achievement Reasons
Scheme/Programme Cost sanction period of commenc Year Amount Physical Financial for Non-
implementation completion ement completio
n
1 2 3 4 5 6 7 8 9 10 11

Signature of DDO with seal

 PROFORMA – 2 (C)

Information on Policy decisions

Name of the Department Policy decisions with name of the Thrust areas Fiscal data/Financial
Scheme(s) and reference of implementation
Government/Department letter

1 2 3 4

Signature of DDO with seal

 FORMAT 12
Details of fund received from other sources other than GoA

Date of recieved Fund received ChNo/DD no and Purpose for which Expenditure incurred Balance if any Remarks
date received
` ` `

Signature of DDO with date and seal

 FORMAT 13

Details of fund relased to NGOs during the period from since inception of the Office to 31.12. 18

Date of release Fund released ChNo/DD no and Purpose for which Expenditure Expenditure Balance if any Remarks
date released incurred details furnished
or not
 FORMAT 14
Position of fund received and expenditure incurred under programme/scheme may be furnished in the following format for the period during
2017-19 (upto December 2018)

Sl Name of Period Allotment Fund From whom Expenditure Balance Whether the Remark, if any
NO Scheme/programme (As per received received balance amount
implemented by Budget) has been kept, if
unit kept where
(details may be
given)

Signature of DDO with date and seal

 FORMAT-15

Positon of construction work for the period during 2017-19 (Upto December 2018)

Sl Name of Period Approved Amount Amount From Expenditure Status of Balance Whether Remark,
No work/project cost sanctioned drawn/ whom work of fund if the if any
implemented received received (Whether any balance
by the unit completed amount
or not has been
kept.
Where
kept

Signature of DDO with date and seal