IRRIGATION DEPARTMENT COMPENDIUM OF CIRCULAR INSTRUCTIONS VOLUME - Ill TECHNICAL 2003. MARCH BAUDDHALOKA MAWATHA COLOMBO 07.IRRIGATION DEPARTMENT COMPENDIUM OF CIRCULAR INSTRUCTIONS VOLUME - III TECHNICAL 2003. MARCH BAUDDHALOKA MAWATHA COLOMBO 07.PREFACE Irrigation Department with well over hundred years of existence was known to have very sound Administrative, Financial and Technicat procedure faid down in Departmental manuals, circulars and technical guides. Some of these manuats need to be revised and updated. Some of the old circulars which are still valid are nor readily available for reference. It is noted that the officers who joined the Department recently are not aware of these old circular instructions. Therefore it has been decided to cellect all relevant Departmental circulars and make them available in a series of volumes covering the following areas. (i) Volume] - Administration (ii) Volumell - Finance and Accounts (ii) Volume IH - Technical (iv) Volume IV - Tenders and Contract Management T hope these compendiums of circular instructions will be useful to the officers shouldering managerial responsibilities to perform their work more efficiently and effectively. dh ee Eng. D.W.R. Weerakoon Director General of Irrigation“A S.No. 10. Th ®) 2. 13, 14, 15, 16. VOL :W aatty ey a) Daa anges Circular No. Title and Date. DrCNO.9 Reports on Accidents to vehicles, machinery and equipment 04.1075 Belonging to the Department of Machinery and Equipment. 991976 Hire of private carts, tractors for transport 17.12.76 3977 ‘Use of Departmenta! Vehicles. 903.77 og, Denes. 5 agenttaBatgad Exon enfias 58. 18.05.77 . 10 Seulement of Hire Charges Bill of Director of Machinery 17.04.78 And Equipment. eg B.en- 6 CBD Dade ages os 22.03.79 031982 Equipment and Vehicles, 22.01.82 OV1986 Hire of Depts. Machinery, vehicles and equipment. 09.01.86 05 © gem: 03/1987 13997 2A 8. a B gOOe 8599 100699 Boo Beate cate” Repairs to motor vehicles, machinery and equiprocnt, dabthba aqenbosBatgad Doe Coeaisaa coeksnd, oSatosn OniS en outa OSe0 goa DyCNO.7 DEPT.CIRCULAR 29.04.1985 NO.16 OF 1987 87.1015 9, Bxtqoas: 34 1409.79 198001.10 141982 04.05.1982 Departmeat Works-Lapses and Iregularites Function of Divisional Assistant and Head Clerk of Divisional Officers and Accounting Unite in the LD, Rial ode mde oSabeth - eS, cM Og Fo Responsibilities and Functions of Range DDD. Regular Checks on Maintenance of books, itventories, and registers in divisionat and range offices. Page No. 1-35 36-38 39-41 42 43-44 45-49 47 48-49 50-56 57-59 60-65 66-67 68.69 70-71 2-73 74-80"7 18, vw. © a 22, 24. 26. @) 21. 28 29, 30, ® 22, 23, 05/1986 Regular checks of coatract works and release of final paymeat, 24.06.1986. 19/1987 Allocation regarding departmental officers doing contracts, (23.11.1987 03/1992 Submission of weekly progress reports and monthly diaries 22.02.1992 31.05.1993. ‘Submission of weekly progress reports and monthly diaries 06/2001 Duties of CDOA,DOAA and Draughts persons. 26.03.2001. me a8 @OGes: Zi ByCNOT Maintenance of Cash Books 27.01.97 2A9TS Payment of Wages of Casual Labour. 16.01.75 DCNO19 Check Roll Work 25.05.78 DC -26 Procedure to be adopted in awarding work oa contracts 1979.01.30 ‘Manual of Procedure pertaining to the Maintenance of check roils and disuibution rotls 1985.01 snSoG Own 087) 0,608 Oger a2 4305 Gan Boenens a OD HoDdia HBo Y mOgt sec Di C.NO.12/1986 ‘Handing Over Strall Scale Maintenance Wark to 15.9986 Farner Organizations of Contract Basis DAC No: { of 1985 Handing over of Distribution and Field canals for operation and maintenance t Farmer Organization DE Nos Handing Over Distribwory Channels and Ficld chaanels 25.04.90. To the Farmer Organizations for © and M 41992 Payment of Mobilization Advances to Farmer 16.03.92 Organizations. 2001.02.23 agSe COGN non obOurad CASE ematgrat gece 550 15/1986 Removal af Trees from Tank Beds 27.1186 06/1987 Restoration of abandoned breached tanks. 06.03.1987 013991 Purchase of Hume Pipes from Registered Suppliers 01.0391 al 82.83 4 85 85-89 90-92 93-95 96 97-99 100-115 16 N7121 (22-128 126-127 128 129.130 131 - 132 433-134 135DEPARTMENTAL CIRCULAR NO: 9 My No: EG.3/t., Dept. of Machinery & Equipment. P.0.Box: 40, Mount Lavinia, Ratmatana. 1975/10/04. REPORTS ON ACCIDENTS TO VEHICLES, MACHINERY & EQUIPMENT BELONGING TO THE DEPARTMENT OF MACHINERY & EQUIPMENT. It is observed that reports received on the above mentioned subject ate incomplete in many fespects and are often much delayed. Hence this Circular.outlining the procedure to be adopted is issued with the. concurrence of the Secretary to the Ministry of irrigation. Power and Highways. 2. All officers concerned, as lindicated in this Circular, are hereby kindly fequested to read carefully the procedure laid down herein and comply with the whenever an accident occurs which involves a vehiclelitem of machinery or equipment belonging to this Department hereinafter referred to as ‘item’. This same procedure should be followed with susitable modification whenever damage to an item occurs which is due to natural agencies such as fire, floods, cyclones. Tain and acts of mischief ( Le. wilful damage ) and negligence. 3. Action by officer using the vehiclefitem of machinery or equipment at the time of the occurrence of an accident The officer who is ussing the item in. question. or the driver or operator, if there is no employee of superior status in the vehicle etc., at the time should take the following course of action. 3.1 Inform the nearest Police Station immediately if the accident occurs on a highway or on Departmental premises. Every accident, whether there is injury to persons sor damage ta Property or not, must be reported to the Officer-in-charge of the nearest Police Station or the Grama Sevaka, sos that an independent party will be able to testify that such accident had actually occurred.32 3.3 34 36 36 Ascertain who wer witnesses to the accident and obtain names and addresses of such persons, if this is possible. Take steps to send a message to the Local Head of the WorkshopiUnivOffice/Sub-Office ( hereinafter referred to as the local head | to which the vehicle etc. is attached. Prepare a sketch of the spot where the accident occurred, showing the distance of the wheels of the vehicie etc. from he edge of the road, distance of curves immediately in front and behind the spot, and any other relevant distances. if the vehicle has to be moved from the spot to enable other traffic to pass, this should be done after the position of the wheels are marked on the road and with the consent of the other party involved in the accident, if any. Await the arrival of the police and take action thereafier as directed by the Police, unless his Superior Officer has arrived by that time, in which case he should take orders from his superior officer who will be guided by the advice of the Police. tn case the accident involves injsury to persons, attending the injured should take priority, even using the same vehicle for transporting the injured persons to hoospital if other transsport is not availabe. In this case, too, the marking of the positions of the wheels should be done before the the vehicle is mover in all cases of accident the other party swhould be furnisnes with the full name and the address of the driver and the distinctive number of the vehicle before it is removed from the scene. Aiso, the same information to be obtained in regard to the othe: party / vehicle involved. Action to be taken by the Local Head. On receipt of information that a vehicieitem of magchinery or equipmetn attached to a Workshop/UnitSub-Office/Office has been involved in an accident the jocal head should take action as follows :- 44 Proceed to the spot immediately or send the next senior officer availabe, if ne is unable to go himself. He should also ensure that the Police and the Regional Mechanical Engineer/Regionat Mechanical Officer or the Officer-in-Charge of the nearest Departmental Workshop are informed by telephone or by a Personal message of the accident, with the least possible delay, and confirm the telephone or other message in writing as early as possible.42 43 44 4s 46 47 4.8 Ascertain whether the person who is usisng the vehicle ete.. or the driver/operator, has taken all action in terms of para 3 above. If not take steps to make good the omissions. Assist the Police with their inquintes if the Police nave arrived. Otherwise, check on the sketch made by the driver/aperator and make other relevant nates including all information required for sending the Preliminary Report. The Local Head should hoid a” on-sthe-Spot” inquiry in the Presence of the R.M.E. / R.M.O. of his representative or the OG. of the nearest Departmental Workshop. Give instructions to the driverloperator regarding the removal of the vehicle etc. as directed by the Police. if special arrangements have to be made for the removal of the vehicle etc., he should see that these arrangements are made with the least possible delay. Make suitable arrangements for watching the vehicle etc., tilt it is removed. If the vehicle etc. is removed to any place other than to a Departmental Workshop, take follow-up action regarding the removal of the vehicle etc. to the nearest Departmental Workshop as early as possible. This must be done in consultation with the R.M.EJR.M.O/O.1.C. of the Workshop. Based on the “On-the-Spot ” isnquiry send aa report to this gtfice intimating the accident, and giving as much information as possible. Copies of this report should be sent to the Head of the DepartmentiOrganisation and to the RM.E/ R.M.O. this report should be sent on the day of the accident itseif or on the next working day atthe latest. If the Preliminary Report referred to in para § can be sent on the day of the accident itself or on the next working day this report need not be sent,49 4,10 4a7 432 Hold a fact finding inquiry and take any other action that appears to be necessary in the circumstances of the case. 4.9.1 A fact finding inquiry is very necessary as it will be ‘on this inquiry that this department it wilt be abie to decide whether the accident was due to carelessness/negiect of the driverioperator or due to resons beyond his control. 4.9.2 It will sthererfore be the duty of the officer holding the Preliminary Inquiry a record statemetns of the dirverfoperator, other occupants of the vehicle etc. and other persons who were witnesses to the accident. The Officer holding the Preliminary Inquiry should not clearly obtain a signed statement ftom the driverfoperator and witnesses concerned but should himself record the statement trying be elici ible the rele; ts selating to the accident. These statements should be signed by the persons concerned, after the statements have been read and explained to thim. 4.8.3. The Preliminary Inquiry should be held as early as possible but not less than 14 days of an accident, as facts of the accident could be best elicited when the details of the accident are frozn in the minds of those concerned. The notes of the fact finding inquiry and the Local Head's observations should be sent to me with copies to the Head of the Organization/Department, underwhich the Local Head function. Send Preliminary Report and Final Report as required in paras 5& 6 respectively, The special attention of all concerned is drawn to S/LP. & H.'s, Circular letter No: TFMAJS7 of 29.03.74 regarding the necessisty of furnishing reports and replying subsequent queries raised by this office on accidents or damage caused to vehiclesiitems of Machinery, Equipment etc.4.13 Action shouid also be taken in terms of the Establishments Code and current circulars in regard to the payment of compensation and the grant of Accident Leave when the accident involves injury to State employees. Please see REGIONALIBRANCH WORKSHOP PROCEDURE NO: 1 of 48.05.1973 and CENTRAL WORKSHOP PROCEDURE NO: 2 of 12.02.1973 in this connection. ° Preliminary Report. A Preliminary Report in the form as given in APPENDIX - 1 should be forwarded to this office as early as possible but not lofer than two weks of an accident. Final Report 64 6.2 6.3 6.4 68 Finai Report udner F.R. 104 should be sent to this office in the form as given in APPENDIX -2. When copies of documents are forwarded they should be certified as true copies by the sender. The Final Report should be sent as early aspossible. Every effort should be made to send it within one month of the accident. in case Police Report or findings of the Court of Law are not available, the Final Reports should be sent without these documents indicating that the same will be sent on receipt. The Final Report cannot be sent within one month of he date of the accident a fetter should be sent stating the reasons for the delay and indicating by what date the reports are expected to be sent should be followed by similar letters, if the Final Report must be sent by the date indicated in each previous letter, till the Final Report is sent. Every .... should be made to obtain the Police Reort and the finchngs of the Court of Law as early as possible. If these are received after submitting the Final Report, either the originals or certified copies should be sent quoting reference to the Final Report.Information to be taken by R.M.E/R.M.O/O.1.C, of the nearest Department, z. When information of an accident is received be should take action as follows: 7 72 73 74 1S 7 Procedd to the spot immediately, or send his next Senior Assistant if he is unable to do so, and record his findings and observations osn the " on-the-spot" inquiry. Give all assistnace to the Local Head in connection with action he has to take as indicated in paragraphs 4 & 5. if the vehicle etc., has to be removed to any place other than toa Departmental Workshop itself in the first instance, make a note of ait damage it has sustained and other deficiencies if any, before it is removed. As soon as sthe vehicle etc. reaches the workshop, make a full inspection of the damage and prepare a report regarding damage and deficiencies, with an estimate of the cost of repairs. It is preferable to list out the damage and deficiencies in the presence of the driverfoperator whe was driving/operating the vehicle etc. at the time of the accident. This reprot if prepared by the R.M.EJR.M.0., should be sent direct to this office without any undue delay. if prepared by an officer below the rank of RM.O/RIM.O. it should be routed through R.M.E/R.M.O. sos that the latter could make his observations before the report is sent to this office. The R.M.E/R.M.O. should make it 3 point to send a copy of this report to the Local Head who was in charge of the vehicle etc. at the time of the accident. As indicated the report referred to at 7.4 should also include the estimated cost of repairs, indicating the Spare-parts, Matetials and Labour-hours required. This information is very essential as it is on this estimate. | have to decide whether the Preliminary Report has to be sent to the General Treasury or not. Once the report referred to at 7.4 and 7§ is sent to this office. the RM.E.j R.M.O. should take immediate steps sto effect repairs to that the vehicle etc. could be released for use with the least possible delay. If the repairs cannot be attended to immediately and it the item can be conveniently spared and used with the damage sustaiend unattended to, it may eb relased for use pending repairs.WT 8 Acti tn effecting repairs the procedure laid down for opening of jobs should be followed. Two jobs should be opened, one of which should be "_to effect necessary repairs to damages caused by the accident", and the other to attend to ” repairs due to normal wear and teat”. Expenditure incurred on the former job should be recorded in form Irrigation 36. The details to be indicated in this Form are the Group No., Part No., Description of Spare- parts! Materials and quantity used, and the No. of Labour-hours spend under the respective dates. These details are very essential to enable this office to fix the price and for the commputation of the expenditure figures. the make and model of the damaged vehicle as a result of the accidentidamage should also be given. On compietion of repairs this Form should be sent to this office. (Equipment Sranch} the Equipment Branch of this office- On receipt of be information of an accident the following course of action should be taken. 84 82 83 A separate case should be apened and follow up action to see that the Preliminary Report due from the Local Head is sent as Tequired in these instructions with copy to R.MEJRM.O/0.1C. of the nearest Departmental Workshop. On receipt of the Preiiminary Report action should be taken to inform S/.P & H. Three copies of the Preliminary Report should be prepared when the value of the loss to State is not expected to exceed Rs, 25,000/= and in Four Copies when the vatue of the loss to State is expected to exceed Rs. 25,000/, in the former case the original should be sent to Ss/I.P. & H., the second copy to Auditor General, and the third copy filed in this office . in the latter case the reports should be sent to S/LP. & H., Auditor General and the Director of finacne, General Treasury. For purpose of internal documentation the Machinery Stores and the Personnal Branch should be notified of the accident giving the following information. 8.3.1 Date of accident 8.3.2 Departmental No. of Vehicle/Machine/Equipment involved in the accident. 8.3.3 Name, Departmental No. and designation of the person who droveloperated the vehicle etc. at the time of accident. f2.3.4 Names, Departmental Nos. and Designation of other Departmental employees involved 8.3.5 Name of Workshop/Office to which the vehicle ete., was attached at the time of accident. 9. Authority to write-off 34 9.2 a3 It will be the responsi The write-off of a loss should be authorised by the appropriate authority according to the value involved, in terms of F.R.108 and the delegation of authority udner that F.R. within the Department. Authority to write-off should be given as soon as the responsibility for a loss has been fixed and the amount of the surcharge to be imposed on the officers concerned has been determined, without awaiting the completion of recoveries in terms of F.R. 109. After the authority for write-off is given, entries should be made in the following registers before the items are written-off the books. {iy Check register of Losses by Accidents to Vehicles/Equipment - para 10.1 (i) Register of Surcharges on account of Losses sresuiting from Accidents to Vehicles/Equipment - para 10.2 ty of the Staff Officer initialling the entry felating to the write-off of the items in the relevant Stock Book to see that the entries are made in the Registers before the initials such entries. 10. Register of Losses by Accidents to Vehicles / Equipment 10.1 This register shoutd be in the following form:- (1) Seriat number for year, i2) Date ot joss. 43) Reference to file dealing with the joss, {4} Particulars of foss.6) (6) a @) (9) (10) (4) (12) 13) (14) (18) (18) a7 Initials of 8.0. Original Cost { F.R.104{4) (i) } approximate value at time of loss (F.R. 104 (4) (ii) } Replacement value of cost of repairs ( F.R. 104 (4) (i). Maximum recoverable value. (ER. 108 {i}. } Amount of recovery decided upon { F.R. 106 (2) }. Mode of recovery approved and reference to order, Reference of entries in Register of surcharges on account of losses resulting from accident to vehicleEquipment. Authority to wirte-off and reference to order. Initials of S.0. Date of write-off and initials of officer authenticating any entry in the relevant Stock Book. Records reCompletion of Recovery and initials of Accountant concerned. Record of periodical Inspection by Staff officer. Entries should be numbered in a new series sbegining from ‘1’ for each year. Columns 2 to 4 should be filled in immediately on receipt of the report regarding the loss and the S.O. should initial in column 5. Columns 6 to 12 should be filled in when the final decision in regard to recoveries sto be made has been made has been made and column 13 when the ordes for write-off is given. The S.0. concerned should initial in column'14 after checking the accuracy of the entires in columns 6 to 13. Thereafter, the remaining columns should be filled in as each action is completed and initialed by the appropriate Staff Officer. 10.1.2 The register should be scrutinised periodically by the Head of the Equipment Division and the fact that this has been done noted in column 15 and the entry initialled and dated by him. In case the officer finds that proper action has not been taken in regard to any matter he should call for the relevant file and issue neceswsary instnicitons on the matter. A record of such action should alse be made incolumn 16.10.2 Register of Surcharges on account of Losses resulting from Accidents to Vehicles /Equipment. 10.24 A register of surcharges should be maintained for alt surcharges on account of losses resulting rom accidents to vehicies/equipment. The register should have the tollowing columns ~ (1) (2) 8) (4) (5) 6) (y ®) (3) {10) tt) Number Particuiars of loss. File number. Total value of loss. Amount to be recovered. From whom recovery has to be effected, Mode of recovery approved. Reference to entry in Register of Losses resusiting from Accidents sto Vehicles / Equipment Initiais of $.0, Record regarding completion of Recoveries and initials of Head of Equipment Division. Record of periodical inspection of register by S.0. Cofumnss (1) to (8) should be engtered as soon as the order in regard to the recovery has been made and before the $.0. initials sin column 14 of the Register of losses. The S.0. should initial in column 9. Thereafter, the date of completion of recovery should be entered when this occurs and the Staff Officer concerned should initial in column 12. 10.22 This register, too should be periodically scrutinised in the same manner as indicated in para 10.1.2 above. 16W Acknowlegements_of Receipt of Circular.- Receipt of this Circular shouid be acknowledged as follows :- Wa 41.2 413 DWW. should send acknowledgement to this office confirming that copies have been sent to the DistrictDivisional Offices. D.WW. should see that acknowledgements are received by them from DistrictiDivivisional Office udner them. DJ. should send an acknowledgement to this office confirming that copies of this Circular have been sent sto the C.EE. and other Heads. He should see that acknowledgement are received by him from the C.EE. and other Heads. R.M.EEJR.M.00, should send acknowledgement to this office confirming that copies of the Circular nave been sent to the O.LCC. of Warkshops. They should see that acknowledgements are received by them from the O.LGG. of the Workshops under them. Sod. {S.Mudalige) Director of Machinery & Equipment. i#ebg8 02 emmy OS! ( 01, Gmed a 02. emBinaa/ideme BSS dtanc/ : mimgo/Tana. 03. Rane/ads, coadd weed Obac (828, Oddcwde, eqSca ¢, 88 soc ¢ oz do) 04. Raned/adged/enndted sawtn— eBay pao on GmeF8 som oe FoBOe es eee (pethed) 05. gags 569 edee ondood anid addon, O68. gand Bede Sand (63 Bo FQeo 2B wGRd Besa) co snd CT. gags w8dddcud wdSacdsed BMAD .... agg ad eh wage agin. 08. egomBoe Edoc (2.a/2.a.B.0d : arlinaddyeS Boud 7880 auc) saree 698 ad MB adecdagd Co. ea Bals mgm Ao Ba mB Bee - S8aq qudsc8aqgod 2.a.9./44.0.3. ed qedosBiqed Gooa... cag ad gua.10. cdast Dondad ¢uoms ead gdoc- Bdo _die onl Bg5 edad 5 Bea Edud 33 dende Sagdd mm nee egdded aD wm Séned ceed ned (8 7 ode de goo, 9 BB0s quamet £30 ¢Qéds)....cng 3S HE. 11, smBd Ada ceed adda. (ones dBmck Soon os Gag oS eRe qe) cod G&D ozo cae Bd do GmaASI 8 oF FMB qtdds. 12. gogo emBed aQod oO80e odg ged ¢ on De, dod a8 sdiqnde Fomdad, bo veedqo Sarese gasate cand, qu odddad aged adda, (gman #9ado)... Qh 20 a gman dain. 12, SH dad 3g9 ge zeros (200 OSmds oem Oo g Ged solOo Bgded 2d cada gy edgy’ ¢ sdz edn@ qd8e gqe) 14, eSdad domo cded But goded néBs yagd sdaK0 00B® adeS Addu vdoted conn vm sddact Bcxdmed Bedaa sgédn. beeeeeee ag a6 BE aQge ec: 13. ga 2d a3 ow /sad oo 130 BBace ensca Hbedav. 13a 6 ey 33a sn Shs emd ost soqsdd S53e0g Brod vddusrn nd. as, ats Seok sa Sqd F255 SBencas Ex mba. gat g Bena a2 RewsOed com eave Hebd ca gaed nob Hs. ne Q Bk RAP atin Bdod 26. gon gd) ada td Fewer edgcds OF yooyd Aad Ax ad End R308 Reclo seo 583 rR. G29 goa gQd gos bw odde 83e omge. oT. Bad BSc3 Foale cad so Hho BE cmd ch abode edisod eglgedcd udsd megg gad, w8dcO Fqd B88 ak Bad adm dno wdad 2c Sad segqa. ca, Bed of gis garg’ mbgoFd Bat dg cdated a8 md n GOs mbaged sme emad eax 50 og Baal ose B82 ag gq. 349 90, aq os sdg cin méagud FD monoid eabd yong roboogsHd md ammag gdm zAdMdee Gad amd addo oun sxe encok Bgd 8828 Fouts 2B ses ¢ Go a8 2 mssd ofdea Bove etqa £ oeSo2 1. mEb3o0o egge dea ged e8 wdnd co sod oad DUSs wddo cdvada ond ae Somaz Ala x a8 ge: coded gadeu cas 566 BF ghz aided cmd om noun gad, s8aed sotnogse agd acd s2FO esas) gam qndcia mee Se eOF ma LO widncwRQOe goed sex eae gm acted? edeS. eas RE ado. a 14 Boor a/see, Sade yhe03, SaeimBod ob Qdo.haat TysJdine on Uo Zeagih of contorts of the entries 40 be msde) Ho. ‘ Address: ante: Bcpo:./ 1 accident io 4, Neme of zegion | Name of Division/Locazion of Vorkshop/0ifice/Unts t — 3. Category of Vehicle/Kachine Equipment ste. (tractéx, Lorry, Jeep, stc-} 4. Depth. No. and Registration Noy (Af any) of venicle/tackine/ Equipment atc. 5. ate, tine ond place of accident | | 6. State briofly how nccident Scourredy ~ 7, Nature of damage sustoined to : . Deptl. vahicls ote. ° Particule:. of trip an the cot of which accident occurred and parpost of trip. « Wee trip, authorized? if so ‘by whoa? - — i I 10. Yome & Dapt, Wo. of Driver i Operstor driving/operaiiug the co yohicls ote. ab the tie of accident. 4 44; Nema, Designation & Dept, Fo. {42 dny} of cll persone in tho Ventcle eter at the tine of tho accident. Particulars of danuge to other | Yohicies otc. and izguries to parsors giving uamos ond addpess 15 of drivers of vehicles eit. and Persons injured. be Tiana of Police Station/Grann Sevala sxoa infomsaa- . 5 Ggection of Daptl. ¥ortshop informed.bt nk eee our - i. ‘ i “ 4, boteriig tHe eros vi ferchee mantcrs of way-bills an! Issue Grders in each other. dintely after the opd of pm muNth, Ascuea Tor that nenth. shoudl 8. Iw. Ig ma get then sigued by the be tnken to the Iseue Ur ers through way=bd: relevant officers, 8. hnintednang Inoue Urder Looks, one for cncl. officer obtnininyg anterinis, Wiis. woulu tneibitate chovking, of meterielx reeurng. Pe Whew Tews Yrasa Looks apd bey-bi12 books mre obtained tiey shoul’ bE entered in a resimver scrinMly mud wher iaauing thea for, use, tho: should te issucd ia thet order nfter cntoring the date oC issue. 8. If mterinis purchnack me issucil to ether offices, all reoetpes how be ticen to the Stock: Bock at, Une aff'Sec where they are ascountes. Lor, ent th Jasued. “When scores are taken te other offiecs divectly, withont brinning ~ thom t6 the ‘recounting office, receipt of such articlur should Ve got confirmed along witi- the Invoice To, and veecasnry entrizs ange in te Stock Books (ay bills ani Inoue Uréers ould be wratven sor when also). 8. When itéms such as tools, under the Vistributien Repister, ers issued they should be taken to the Distribution Register ance r month and balanced: 10. Unserviccrble tonls al-ould not ve landed over te the Storekeeper during the yesr but retained by the officers concerncd until th: fnnuni Stores Ver sfidhtion (fhis would prevent wmncetesary ncounmulation of olu artivics at the geaeral clepot and it would be convenient to emu them at verification). . =: m9 500 BeavBeaq OO Oyo Banded Kr yor 2 ndgsd : dd g& qeBed 082 sdanrt Bgeuc 26 (Ad 269 qda Ged) aGt ducd ZO 50% TBO eed Dhow geerkde were domd qieda cd 230d ag yyd. ov sdancd rect Dg gy ow w ode gloacrOg SUQOT qo 1 ge Yes : eda qn. (pe), sdgad Ge 1 & ceed Seats oS daw eax I> Zin/yedso Br ahedso yayde SoaTie 90300 Fad | oe Beards Sd, odan wd Bows 38d sdased ode? Be gis. pig Bis o osgicodh seas. 2. (4) Sen /eredGo a cbse tox % gi Sdsd OW poten Duns GOZsOdI “qa 3 Aged qu WB 082 odamsd nodose w gad. 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Tega}: (x) wae BQ was OBO m8 ods b@ vebed san tm dxw/atg ¢:00 Beukssst abd oxies GHA. ) pasa adagioach ond ackao o@D2 ordmcy 82 wie qBark, On aqsqra BSde GBD Books gad 56 BHP + god ofoxdd vy dons /ar%go gxg wxdegm 88 010 wBob vgcod Bad ay ddd Beutncd wad 2 ag Dia/ arige Bedad tndad @BO dd ood oven FedBer cd ado? nd8e angen. : i he es 54 Legar Bia_gel OF: pde og Kiba gob tort Bored 10 do Bo Gud cBD oxd Boras qluew wa guudd fqakty gouen(cawigad 22 gpndd) so : g®8od 3g go. c bo 4 a \ wn® BF Baad wow gQia ai ated acBa? 09) Bésag add cong cou goed 82s ggutisa wo as oma iqgpBoa 068 a8 (1) sade _congg coe geod Bow agoBea: Q | gpBda sorgy cam geed a S20—9 agoBes Bois 839, em g Byte B:Qd ofa FOxy,0,05e09 wBOme B8Q0 on mage, avr 4 goo ba weg UBAadas, cs Bei CBG som ony sxod gas Deed goss Cf abac, gy uyss onf2 comp: coe geet B20 agriboo ood ae are. 27 soqha age (2a em) 30 c= of se ona esta 2nd ghe Karge are paead 7 26 a” aa Se ago ota} od B8ea qyowau 98 oxged oom ‘a9 whe adm yam wntens GOewge 88p,608 tuna. axe 08 Be, origscd wo BE 4xg Bae, Oo odie GaZGOs oyoBO ws Dox geen ends abc. g05e ardaw cdengd B2oqa, sOus Of a6 cream ope odie (adiga gq26B BBBO wade mca wo woman aie arg 08Bedqn af BSsds og) sa@sed .- 0:8 adm odo edonge Bap ont ago 980. : od Be Bap edengd S20e1 —__—_ _ Lp mage We Uist) + Youd 8,2 ode artinadala Be OO com {afo og? om cy BSsdd oy) 55 be 7iv 03, cox, a8a iSa.” Repairs: Incase of minor urgent repair works, the postponement of which might cause further damages or foss to government property or impalt the services performed by the department, authority fs hereby deliegated a3 follows: -_ . 1 Repairs to a limit of Rs. 1,500/- may be authorised by a LEtincharge of Division and MEE incharge of Workshops with not fess tan five years service in Staff Grado. Ropairs up to a limit of Rs. 2,500/= by Range Deputy Director, DD (M & WS), DD(EG), | DDEN), DD RD & O), Head Land Use Division, DD Hyd), PD Gly), and CREE. aa, Repaits up to a limit of Rs, 5,000/= by the Directors and Sar-Deputy Disectors. Officers having authority under tis section for epairs should enter in the payment documents, the reasons as to why such repairs could not be effected at Departmental Workshops or on a ender basis. Summary of repairs shall be sent lo me once 2 year for my infomiation. 06, Procedure for: Repairs exceeding Rs. 25,000 f=. that could not be done at Departwental workshops * . Jn case of repaits exceciling 25,000 f= that could not Le done at Depactiental Workshop (in accordance with clause 02 () ) due to valid reavous, following procedure shall be adopted. i. Registration of garages shall be done annually by Renge office/lD workshop by givin adequate publicity to, enable every repair shop ia Uieir acre of authority to g registered Repairs shall be effected in registered garages only. s 58 Purchasing of spare parts for motor vehicles and other machineries could be done from local‘An cstimate for the repairs showld be prepared and, resotnmendation of relevant MI; should be obtained, Thereafter it should be submitted to DD {M & WS )for his approval, furnishing reasons for not carrying out repairs in Departs ent Work shop. After obtaining approval from DD. (M & WS) the Meclianical Engineer should call Tenders ftom; regisieved Garages to be received by DD(RangeyDD(M & WS) for effecting repairs to vehicles, machinery and equipment of Colombo, Galle, Anuradhapurs and Ampara Ranges. For repair works of othor Ranges respective IE incharge of the Division/DD iRange shall calt for tenders from registered garages to be received by respective DD range. Normal Tender procedure should be followed in awarding these repair contracts. ili, Before effecting payment to Contractors in connection with sepals to vehicles, plant, machinery aiid cquipment the Mechanical Engiveer should check’ whether the sepals have been done satisfactorily and certify same. 07. - Repairs after an accident All the accidéhis 19 the vehicles and machinery should be promplly ceported to DDXM&WS) through proper channel. No repairs be- effected without the prior approval of Head Office obtained through DD(M&WS). : — Where the cost of the repair could be claimed from anolher patty’s insurance policy, the repair should be done with the concurrence of the relevant Insurance Company/ Organisation. 98. Worn out parts When repairs involving replacoment of worn out parts with new ones ate effecied the old parts should be kept safely catered in stock, books and accounted for and should be checked by the Officers of the Board of Survey during the annual Verification. Unserviceable sparc. patts should be handed qver to Mechanical Workshops of the Department for digftsal. The ao should take action tk disposal of the unserviceable spare parts. cet \ek 09. Records All: relevant particulars of repairs effected in connection with Government Vehicles, Machinery plant cle, Gnciuding the date, nature of repair, cost ) should bo kept in (ems of Public Administratich circlar No.41/90. 10. ° This circular supercedes Departmental Circular No. 35 of 1982 and supplemens circillar No. 14 of 1997. Note: Ja this Circulgr, * Cost.ofRepairs means allexpenses in’ connection’ with a repair inclailing the cast of spare parts. WA Ae | . Eng, L.T.Wijesutiya Io, 59 Director Goneral of InigationHGHO mi OeFsIe Poswad Briones, Séasa6 pyoowrs MINISTRY OF IRRIGATION & POWER gre 490/1. 8. 8, deo Bom. my. om. 112, omoed 1 Be, ssa] a. 3. grew enwgog. 6. us, Sie wet Es mvncnsrooecsn coma ie eso poe ieee, eennnvo ea7289 bea Fe. } Your Ret. No. ey 1 a sons ~ } 1999.06. ea. a evans + m BeGide Weadds g@zee weaved Ur 6 snenioéeh ae, osrasa nuser of rigallon & Power * I } } } } Rend eaeae Cae, se coomcina eocr B60 Gobmotars) Beats Sn 6H ether cdenad sd a8 00, Samad, qexdso Saen coms Go ‘Boose Goo Bend Remon Ge Bamo cheseos as goa aoa Ost ada ON 068 dan 1994 quakta 15 fo deed aoe g ONY Clo OY aga aaa 264 BH OD EoD Grose Ogio 19000222 Foam ORB COMED Oy OG gen 69 Rag oF seed Hod ot eet OCDE ox GOES. OL Gig 15m sem Etad BS Agnteo aquds 95 eB, Ge Omet sxxy20 gO Bosd Sr obuod 8 Oso oe aghia Gand. SES BIS Ges a NS SUSE r oO Sree cbepess C€cione ©) Ges. CA. exfimame) fram Ofe8 non Seite: £8) “RANT & cm “GOa8 TB mend cot oemadase) Bt8ts) ote axahes Pe ee Os. SEI ORE setae! axa anebead gohan He orp Boiss) gé20 mim Asked gaits da Gekko dcitms Atee con. Bod Bien cede bie oven ebm Corian (9 ceo er GeO Safes 8 eens wd GO 9G ENED oem 96en ony us) 05, GG COE skood ad aS Engs gue! os dept em ony) ommay gaa, caso ANE Qce8 onde CogiIKD OmarE, OF Cartes Seek wens Bo Ose 80d Harem) ORAEOLH Det GIS AeDOr Comm FeODa) Ai qo os aC = mfoood Osnsd sifa mijeams fox. eats wed Esacd quis oo 68 Contos néch Eres emeENOO Os gO Sodom ois Meow ede nO :Ooa0 canbe ga8 8 gu. . BE RED Tawe Gosh BOR OES) OOXO) GACY Cee @ qe HUDDO. ext Spat BiB, 08100 doo OCD SEQ GEM AMEE) Ex eBNetoe) Gobkead Sie oan 60EEE 0 BO Osa bo GOGO Da a Sako: Hay BAe cen Ge ae ee 08, Exeatd cbaing 09 €o 01980 KOO. Arana g6a8 ma SeOTo) HBa, Cage Aco OE Ga cose Gp aries cOemnt fel ofS mays omeBO GOse md, gets ES Gta. cot DD arias BEDCD Canc Ate) euiesO co Ba oa MSs wesz Axia) axe Aiefihin MurrGs AenCoy omen £0 afm Ataie oe Agaoa co. eo GAS MSHS od Ane GD CO ORT OOS gH Ble ote aad 6) od ocx - Seas SEM AEE 06205) 8. She GOnd ofc S08 GrahowS ok Soe AGIOD 880, guna COM HOY Ge) GOOLE. 0g Osa gsg9 GO BD GEN COENOD a3) OND ov DGC, ABD CO! OH Ose! GP OO Deck G2 COR DoD GOSe Oost God Day mag ofind od a OOo BND CHESTS GG GOR 8G RRA CO Een ono Ken OO, Osh: od oe GoD. 10, soba Bande de Exc] ANG, Gog Pmt ast Gow [69 EXMOS sEm) HES Gem Rig YaiiD GAG 6 SEO) CYAtORNS ego8e Bdiz "tos" oO) “IO” ated, agen Sow GDS acm MEX At ou ‘oO OM “R” EPS CODEGS SED) dO OGY) CODON GEO CO “UB os) “D* ANN BHA sam aD GRE qoRd Bes, Oxend ote ga. CO: O.e - ce exer 1D ~ HEAD OFFICE Bice- @gdngd - 9 1D ~ ANURADHAPURA - R Ono, GCC - oa 1D ~ HURULUWEWA - D 8008 - GOS cosa ID ~ LAND USE ice - Gxign Bee - oS 1D — WORKSHOP - RAMBEWA Vi cD 608 , agra B69 os) cbse soda cca Se0Lung om AroG Cork scan 88x csmumos OF, coc onAMEO G28 OF On SIO OF Geilo BS as) Oagck mun Oael “angg@ 4° gapfond 6d, Oman Seo fons Gouda euED OAS o FR Gad “aeeR I 8 OCu Orsm Ose GOO cabRE, o8 OAD TS OO CO COaRiED OUD, SOS EGLO) om) 9 SECO Dea C&D) aw Heke EBS slam CONE GORKN CASE, OnE Soceg EES Aeaooan coe. BEC Ook aon 3 8 Send mG! Chl mags oon sanded olde. ocadhe co REM Oe cad me mxMOfe cxBsod of Era aObsbose BORD OSD. {5 Gon cms on) gongs Canad os) cOod ERAS SHAT KIRN NOH CHD aM CO Sx 0G GHASO, 08 Coad Oe Eds Be COON SEQ HEM Qn9 SeECasqd SRA, OSD caROOD BH EE CEO Og Oxiendd GOD, OMOD OES 608 cen cons 855 GRD es 8, © agm Sao ere GAD BEd HED God Bm Ero Ascitare OB cin 05. G2 1" 0 ag8 Rng ate gy; S150 CEO coed aw HAYS 7. “REAO T 00 ‘HORI 4 & gaat ao CE0Oe0 cag 86 Hom gdg9 og Geoago An8 HOsHa chem GOOD ATE AGAREO Goo eget cf2, céeioCED a GED. 07, eG Bg odhand GD crODoowDS Eadeiows Ga MOO cxewied Stoo Bacto - esc eam Bete - gern S809 - crm. \ Qeee i ER "Ree Reiss. BOOB nga , ow ° ; BID GOO Yann OAC OGAROGOBEC, HN — ners Bx OBS UB OELONIG Bean renee ‘ Odad xed ac AD GIR, OIOIT oer armnnnnnone = a # aA & Tea ban Gowawins | sad Baca | meg endnnd cope | pfs bese +.B GO 9) LPT jokoxios) cag. nein, gaa | quate eee f ene eda® Gora Das ged | So9 Que. 53 yoo & 2] meade oy | i * Oxmemamt at BE OA! oh os Sra. A cen nm ent ae me tt ’exe Oysand ce) SCES CDOS OCB. oc-. OP O08 Oe 080 Gin cen CHEE OF, Ensen Bud KCo8 os ea- stesteeees - Ya ‘ — 689 088 HEN OOEITE.. _-BOedeS. OBO. 8 cxfnsd eden’, 8 od coxa 88 edied &) FO (ecumad oe ode Sedhm Gh ccefin do GOES SH Ce euind acada))2 3 SQ ROO a cmiad domo 4 comtad Aa880 Gabo oxgsc- 5 ste ante edn’ ged- 96@8:- & ong GBD: a Gots on op ecen aen0n0 coo a oxsn sees Sa cen 280 URES OE ) enGefia omar age) BaSo geen ng sé ATSO oon arf Ersen CeOECY ayeO OC® x@ ebed Edi . (4) fus0e qos Bdw ENG o) AEB © Bsn aaa-DOPANTUENCAL OTROULAR Leyreh Io GER NA ’ why = Se Do . : - 1 iy No} 66°~ o0o10 "OF WS : / drrigation Departuént, ¥ Dlvector of “Intigasion, kee twos, . Solombe o7. 1985 = 04 ~ wy. ‘This Department carries out a Large volume of woxk ovexy Jers, he ketal expenditure incurred dubing 1904 dy this Department tedng over Ray 400 niliious..I am glad to otate thas on the wiole the work hua bean carried out eatieractoxtly, For ‘hia I wust-thank yuu und the state “under. yon, since without the hard vork put an and the co-oporetio. oxtonded to mo by you and your staff, this could not have bien possibies Howaver I regret to atate that dn come Ranges this dave been a few lopses and drregularitios, whioh hare bean brougut to my notes Zegently. Ao @ reault of which te good new of thig Dopartncyt hina boon higher, authorizes, ag following axe sono of the teyogulerities ox lapses brought to ay notiost. ~ : 4 4) Poor quolity of nacth work due to tna, .0t uompacttens “CY Rosmoudue of arth within 100 ft. from the U/B tu of ©. the tani tund and outoLee ‘he gpooified barrow sraos, 1. (At) Taek of acoquate moleture in the gold used ter te, cos oorth #112, gy (Gy) Work not exosuted according to approved plang e.g. in : ope caso although the opproved plans ulluwod for a 1s da pipo sluice barred, only 9” dia pipe had deen .used ~ by the PA, during cunutsuction for with the Bete - hag ne explanstion, , ty) Making over pryments Smeunting to aver ke. 100,0U0/a $0 Cantractucd Zor de esosse of wint’ they weve aotually wutitied a, (vi) Cheek-roit Lrrcgularitiva, sowe of Bhach have beast 66 , Adghlighted Jn the decal nowepapers, .(4x) | wanko tn ourveying ond Lovellinse (x), Iuippoper use of’ stores ond unterinio. Gd) Misuse of govermmant tyannpert. vobicleny wto. (xi) ' Tnadoguote investigations ‘into present stotue of. settlements and oultivotion in xegervoir bed. () "re may pe aArsdount to, arrest seue’of the above Iapeve, Dat If you had daspectsd your worka’ segularky ohdiparried gut chooks dna systematio way, iiset. of, typ Repose oould have been dateotod snd reotiried vory cokly. But,what ig post unfortunate is thot mast of these 2epece ronsin tindetasted, fox,a ‘Tag ‘time, uptad poma outaidor auch ps a manbor- of the WoSld-Bank pr.A.D.Be Hovidw mhooion, a mentor ‘of the AyDedey On :%. ; MPs, om Angit Offjear ox cn’ Administrative Offioar poante oub- these, an nore inatangas more “Shea “ond year after the Axrogulaxity had boon jeomitted, hie you WIL egyeo Se unsatiofactory end brings dtsorodit not - only to you lutte the entize Dopartment. WSdeo-Z shngL’ ve glad if you will-taka necessary aaiion to ‘vod that drregularitles ad opses euch an montioned above do dvs ocowr an due future and oven af. they do soci, you will deboct ‘thon in tine and reatity thom before outaidere bring thauy to oar notioag _ Tom thexefore appodling to uLl cencernod ty oxsredue contrel-and suparviaion’ ovor oli works in their charge in ortor ta avold ateoiplinasy. adtion velig tokui ugoinst offieure Tor const! 17 salt Japaos Aynfuture.. : : . we per dieasd ring the contouts of this otmauler te sil atoft working 4a your Rego. ce A dane premens me - “gag. S.Stvaouvmamen tine, Director of Jrrigetion, Gopy tor TeBBe* woe ENLH/ 294046Tey Ho: 3AKAS 1, Irrigation Department, Colombe O75 ’ ~ 4g 1027997. Funetie Hoad Cloris of Civictenat Oftices ang Agcoméing te the Ivrigation Department: The functions of Divisions! Assistant and Head Clerk” of Divisioaal. Cffices.end other Accounting units of tne Department wLlL diate be 28 follows with imac G) Functions of vivisionn: Assistant > °G) Gash : SLE cash payuents and sointennnop-of petty.cash * book and disbucsewort register. (44) Bank 2 Signing of cheguss as sécond signatory when Saad Clork ts absent. (it) Steree” | + Obociciny of iments on wl requisition, receipts - aad iscucs of stores and occassiozsl checking of main ond field storas, and signing of issue (iy) Material 3 Gnegting of noterial returan for the correctness returns of recctpte, usages and talances, inquiring . inte any errors; omiseions,ate observed, - uihouriag that the returns are pergared properly . . and received in tine. G) Contracts: Ghedising of easuresents of work dene ‘on . cqntzacte, ~ (wi) Check reiis : Checking of aciendence on check rolls: end or. vollo,shecking of teasuremeate of (ik) Vehicles «: Machinory* - (A) Helutaaance of records of doverents of velicles. (B)- Cheetving of daily runing charts of all vehicles attanked unit/ Divisicn., . . _ fe) Gaeeising of HS os +s Diviuions(Rid) “Gnecicing of NP & C.any Gx) General Aguistance to the LI/RY/DDL' *- Note i=” DAN Shoilld not be cftrustes with any wortaite ja any capacity; . (1), Hunctions of Head Clo i. 44) “Generai Supervision of office. (44) General tordspeadence. —* {4S4) Receipts of cash,chogues, moncyordsray.ctcs, and iseuing noosints on fyoa Gen: 172. Gy} | Signing of cheques as accond sigactory+ 4%) (A) “Checking of all’ yayinént vouchars ote baforg’ ‘Subdission tor ‘ho -h gaeifieation. ‘ - {B) Checking of cash book and bank reodncitiagion péstenont. (GO) sHadataining Inprest Ledger and perpariag Taprost Reoaag}giatd on (D) “oneeteing cf contrast docuents. . . (3) Gheclidag of nonthly cas accomts, schedules & Statements. G#) (a) Preparation of Flash Hegorts & Taprest roduisition., - . (b) .Prepartios of noathly comitiod ompenditure statanent. (wid) Maintenance of oteo ledgers.) - (will) General Assistance to TEE/Bs/he t/DD E / Note Maintezance of cash bot writing of cheques ‘avd preparation of Bank Reconciliation Statenents chould nut Misteuse «= gftices pfeparing the Bonlt Zecenciliation should not yelte the eash book and “cheques. 2 ts the Mead Clore. The . © Départuchtal dicular Hos 03 of 197#. (latter np GCA of 4974-05202) is heveby concolied. Lek ‘ Ad Tes oe, : wile eee sagt €.D.0. Perera, of Tirization. a Biresti Secratary N/a & LD” riditor General.” +eqmbnedsg Oged goo: 34 Bod goma:—S. ddd. 715 MBabe cemiacdage, eae) OT. 1979 axttezDOB Ba 14 Os fe, Baha pds Hho edaad ded odo. 83d 082 adm oddud — Ged, 08% 39 mea Goat 8 dem equbscldqvo aedn Soin 5agd womd Sag acct OS ga. . 92d oo Bae 082 ade ofdua, adg omgr580 80 gina cdgd 03 ends . 02 oz. godig miagde osm ogad Secod (gBqe% Bacod 6839) cfd 3380 Be AASGeded saer ceo oar mesabo plersdctsod ode 388. ads BSeuEs Oana dodos oddes nega ¢nd, sSdes wba ¢adOo gh aBacwd 280 gac. (+) Bad m ged od gon asabo gbodgiom uw/ond otmlmd B82 Balzac me aac. (q2) @d%n BQ OBA Oo = gion nate qBedd.— wsien B32. ade nef/ent sasodad B82 segqo. (ai) du &6 Ss adden - gd MmBatse geod, — Bde. 6m ta/ent — catsao08 sed gaa RBABa geeky mSmgod sagas adabo pestdddm Bad meggo. (a) B&Q ede oFde gta RBHKO gedede, = Be. Bon se/esd man Fens 83a negqa: 70 vil(9) mas dae oto Baa, (8) Spd cmd sdder B8e. = gion adabe gBorior - dom Bafed gina Ddawo geded& mtanead ragae Bake qledaddo 58H ascend. (uot S8cobd, soa wqeo Bat ab gS sododae OCT 19% Oct oSaio megac. ) — pina GBabo geBosté, - _ Bb sw/end gine HdAKo qoBedd, mbaedd Fagde Etats gleddcdda sae pegas- (add B@enGd, me Ale aBmobs 10xd OS cdsteo ng gao: 880 OO 330¢ én Ge WE BST MmcWO otdes vegas.) c3. gon aged gdasm ogcidod gencmad dn Seats addddoad nid Fn adg c13d. 04, sd8 dpsdda qs 2B qads_ (8. ¢3. 088) vemd poate (e8egn). 8/-2 133 7 4.5./5. Baths, esate sOnse.My No: GA.1/151., irrigation Department, Colombo «7 1980.01.10. D.DD/S.00., CLEEJC. REEJC.EE., 1LEEJD..00., Accountants / AAA, Heads of Branches. rector! Responsibilities and Functions of Range Beputy Directors - Irrigation Department, 1. Gonsequent to the re-organisation of this Department, as approved by the Hon. Minister for Lands & Land Development, ithas been decided to up grade the present Range Offices from middie management 0 senior management position. 2 Range Offices hereafter will be headed by Range Deputy Directors, stationed in the respective Ranges. They will fucntion through Senior Deputy Directors and be responsible to the Director of irrigation in respect of ail activities of the Irrigation Department in the Range. 3. Range Deputy Directors shalt be responsible for providing detail guidance to the staff in the range with respect to the technical, administrative and financial matters under the over direction and guidance of the Senior Deputy Director. 4 The Range Deputy Directors shall ensure the implementation of the set programmes as defined by the Senior Deputy Director maintaining peroper technical and financial conrol and ensuring that the works conform to accepted and approved practices of the Irrigation Department 725. The Range Deputy Directors shall also ensure that completion reports are prepared and certified on afl completed irrigation works and these works are adequately maintained and the latest method applied for water management. 6. The Range Deputy Director will function within the delegated authority defined by Departmental Circulars with respect to Sanctioning of Estimates, Procedures in awarding works on Gontract and Administrative Functions subject to overall control of the Senior Deputy Director. 7 The Range Deputy Director shalt appraise himself of alt activities of the Irrigation Department in his Range and be the source of information on such matters to the local representatives of the National State Assembly. He shall be the immediate representative of the Director of irrigation for the co-ordinated activities involving te Irrigation Department in his Range. 8. The Range Deputy Director will have a Chief Engineer as his Deputy who will assist the D.D. in ail matters connected with work in his range and in particular assist in the investigations, designs and Preparation of construction plans for Irrigation Projects failing within the Scope fo the Range and be responsible to the D.d. to ensure the uniformity of specifications and unit rates applicable for work in conformtty with the standards of the Irrigation Department. 9. The Range 0.00. appointed to the present Ranges shall assume full responsibility for all the activities of the respective Ranges from now on as per directions given above, Sd. Sgq : R.U.Fernando. K.Chelvarajah Director of Irrigation. Senior D.D. (EZ) 73‘Departmental Circular No: 14 of 1982 (This Circular Superceds Departmental Circular No: 34 of 1979.) No: AVS. Invigation Department, Colombo 7. 1982. May.04” REGULAR CHECKS ON MAINTENANCE OF BOOKS, INVENTORIES AND REGISTERS IN DIVISIONAL & RANGE OFFICES. 1 The ANNEX to this Circular shows the Books, Inventoris and Registgers (B,1& R ) that shall bc maimained as follows (® Divisional offices shall maintain all items in ANNEX. (®) — Range/Preject officces shall maintain relevant items in A and B and al items in C and D of ANNEX. (©) Subs-Project office shall maintain such items under A to D of ANNEX a9 are relevant to the scope of its activities Whenever necessary additional items of registers, etc shall bo maintained arising out of requirements of Loan Agreements for implementation of projects. 2. Regular checks shall be made of the meintenance of (B, 1 & R } to cnsure that the subjects of the B, | & R are under cficctive congtryl and up to date. Such checks shall be carried out ia the manner descffibed in paragraphs 6 to 10 below so that cach ito in the ANNEX is checked at least once for a calendar moth. for this purpose and as some tems will be checked by more than one officer, each officer in the Range/Project office shall submit a-programme in the previous roovths of the items proposed for checking in the following month. On receipt at such programmes, the Range D.D. shall coordinate same with his own programme and approve gthe programmes of the respective officers to avoid overlap and to ensure that cach item Is checked at least iwice fore calendar moath,64 The items assigned to the Range B.D. are on account of the importance of his Personal checking of such items. the Range DD. shall ensure thet the items assigned 10 others are checked by them and take appropriaie action for cases of default In the absence of the CIF.Snr. TE in the Range office, the Range DD shall check as many items as possible assigned to the CIF/Ssnr. IE to ensure total coverage of items assigned benween himself and CIESar. IE. In the absence of the Accountant/Administrative Assistant in the Range Office. the Range DD shail delegate 0 other staif officcrs in the Range office the checking of the items assigned to the Acet/ AA. Reports shall te furnished by each checking officer to DI with copy to Accountani{lnternal Audit) on or before the 15° of the following month of the items checked In the previous month. The report shail include such relevant details as follows but not Limited to them: () No. of CR, description of work and name and designation of officer to whom the CR was issued (0) No. of Measurement, identity of work, executing agency and name and designation of officer to whom MB was issued. (} Location of stores. identity of materials checked and name of siore-keeper etc, Range DD-Project CRE, The Range DD/Project CRE shall carry out checks on the following items in cach Division ‘Sub-Project at icast once in three calender month:~ (i) A- Accounts in ANNEX « items 1,4,9.11, 12 and 13 (i) B- Stores in ANNEX - Item 3 Gil) C- Tenders and Contracts in ANNEX «tems 2 and 3 Gv) D- General in ANNTX - Items 1, 2and 7 7562 63 WA 72 Adverting to Item A9, at the time of checking Register at least one CR shall be checked in the field and similarly for C3, verification of $% of measurements in the field for at least one part payment on Contract Agreement shall be made. in addition to the abvoe the Range DD shall check in the Range office Items A4. AH, A13, C3, D1. D2 and - @ Register of Registration of Comuactors. Gi) Register of Short list of Contractors. CUE/Sor,1E. The CIE/SnrJE shall carry out checks on the following items in each Division/Sub-Project. at least once in two calendar months: @ —-A- Accounts in ANNEXems 1, 4, 9, U1, i2and 13 (_-B-Stores in ANNEX- tems 2, 5, 8 10 and If, Gi) C - Tenders and Contract in ANNEX - items 1, 2, 3 and 4 (ix) D- General in ANNEX -Tiems 1, 2, 3 and 7. Adverting to ite A9, at the time of checking Register at least two C.RR shall be checked in the field and similarly for C3 verification of 10% of measurements in the field for at least one payment on Contract agreement and one monthly CR payment shail be made. In any case measurcments shall be verified for at Jeast two jobs. In addition to the above the ClE/Sur. IE shall check in the Range Office Items A4, All, A13, B4, B6, B11, BI3, BIS, C2, C3and D1 t07.83 84 Accountant, The Accounrant shall carry out checks on the followinig items in each Division/Sub-Project at least once a calender morth (ii A+ Accounts in ANNEX - All ems 1 to 14, Gi) Be Stores in ANNEX - Items Eto. 10, (ii) - tenders and Comracis - All hems t to 6. Adverting to Hem AQ at the time of checking Register at least wo C.RR shall be checked in the Field. In addition to the abvoe the Acct. shali check ia the Range Office tems Alto Aid, Bl to B10 and C1 to C6. ‘The Acct. shall be responsibic for the following:- (i) Test checks on Monthly Accounts and Summary of Accounts with relevant Register. (ii) Test checks on Bank Reconciliation Statement. (ii) 100% check of all Paid Documents before forwarding to Audit, Administrative Assistant Administrative Ofticer, The AA shall cary out checks on the following items in each Division’Sub-Project at least once a calendar month. @ —_B- Stores in ANNEX - Items 12 to 136 Gi) -D- General ia ANNEX - All items | io 7 Adverting to tem A9. at the time of checking register at icast two C.RR shall be checked in the Field, In additin to the above the AA shali check in the Ranpe Office Items B12 to BI6 and D1 to D7, 7710. Divisional 1E.Sub-Progjct RE The Divisional TE’Sub- Project RE shall prepare e programme between himself and the Ddisisional Assistant subject lo approval of the Range DL) Project CRE to ensure that all items in the ANNEX are checked at least once a calender month. Howcser he shall be personally responsible for the checking of the foflowimg:- ai) Item A1 + Cash book inclading verification of cash balance. (ii) Tem Ad - Monthly Travelling Claim Register. {ili) tem AQ - Register of C.RR including checking in the field of nat less than half the No. of C.RR issued in the month and verificatin of 10% of measurements for work done on noi {cass than half the No. of C.RR ina month. (iv) temA10 - Register of Unpaid Wages. (x) hem A1t- Votes Ledger. (vi) hem A 12 - Voucher Book (wil) hem A113 - Audit Query Register and follows up action. (ili) em A 14 - Monthly Progress and Cost Reportgs. fix) lem B3. - Inventory Book of Materials ete (0) tem B&. - Distribution Register of Stores (xi) Item B 10 - Register of Material Returns, (xii) kemC 2- Register of Contracts. (xiii) hem C3 - Register of Contract Payments inclatiing verification of 10% ‘of measurements for nat less then half the No. of part payments made for a contaraet (xvi) Item D1 - Attendance Register. (xv) Item D 2 - Leave Register.Note: Annex to Departmental Circular No: 14 of 1982. BOOKS, INVENTORIES & REGISTERS MAINTAINED IN DIVISIONAL OF | Range | Project Offices shall maintain relevant items under A and B and all items udner C and D. Sub - Project offices shall maintain such items under A to D as are relevant to the scope of activities of the Sub-Project Office. Accounts, DN OMRON Feptee Cash Book, Petty Cash Book - Disbursement Register. Register of Cheques, Money Orders etc. Register of Holiday Warrants. Monthly Travelting Claim Register. Register of advances issued on Salaries/Wages/Travelling/Surveys Register of Rent Recoveries. P. S$. P. F. Register. Fees Register. Register of Check Rolls. Register of Unpaid Wages. Votes Ledgers. Voucher Book. Audit Query Register. Monthly Progress and Cost Report. Stores- Stores 1. Register of counteroikd books. 2. Inventory books of Furniture, equipment, tools etc. 3. Inventory books of materials, fuets & other consumable articles. 4. Inventory book of Welfare articles. 8. Inventory book of furniture, equipment ete. in circuit bungalows 6. 7, 8. 9 Inventory book of non-perishable articles sof motor vehicles. Register of indents. Distribution book for Stores. 40. Register of Material Returns. 14, Register of Drawing Materials 12, Register of Electrical fittings. 13. Catalogue of books. 14. Register of Stationery 18. Petrol and Mileage Register including DR.CC. 16. Register of Govt. Quarters. Tenders & Contracts. Register of Security & tender deposits. Register of Contracts. Register of Contract payments. Register of Defaulting Contractors. Register of Registration of Contractors. Register of Short fist of Contractors. - General Attendance Register Leave Register Register of Private cails ( Official telephones) Register of Trunk Calls. Register of meter readings Register of Labour. Register of W. PL RR. PRawn a NOapoep om 80“DEPARTMENTAL Ho, OF of 1986. y of wo: Desartnental 63: BA, while the’ Or completed work, they must bbed by TAA. i9Tgeera par tipnlet: Reage P/G-3 oF SE.CS.26, GX/TIS of 79.95.14 TAS1/2/3 2 82.05.94 giDEPARTMENTAL CIRCULAR NO: 19 OF 1987 My No: C/CTIGENIVoLS irrigation Department, Colombo «7. 23” November, 1987. All Range 0.00. ‘Sub: Allegation regarding Departmental Officers doing contracts At the Parliamentary Consultative Committee meeting of 19.11.87 several M.PP and Deputy Ministers alleged that Irrigation Department Officials are involved in doing Conwacts and that the work so done was of very inferior quality resulting in the Government spending further ssums of Government funds to rectify. It is the responsibility of the 1.£. incharge as well as the Range D.D. to ensure that good quality work is executed by the Contractor. This can be achieved by frequent imspections. In addition it is important to see that payment is made strictly for the correct quantity of work done according to the 8.0.Q. of the Contract. The 1E. must not make any contract payments without checking in the flefd the quantity of work done and its quality. THE FINAL PAYMENT ON & CONTRACT SHOULD BE DONE ONLY AFTER THE D.D. HAS INSPECTED THE WORK FOR QUALITY AND APPROVED SAME. It is also necessary that a permanent Work Supervisor should be posted to each Contract worksite, so that continuous supervision of the work is possible. Please maintain a strict check on the award of Contracts in your Range and by way of surprise checks etc., ascertain and satisfy yourself that the genuine Contractors are executing the work Representatives of beneficiaries of the shceme should be invited for such surprise checks, teHf you come across any instance where a Departmental Official is sisnvolved in the execution of a Contract, you are required to immediately bring the matter to my notice with sufficient information. Your attention is also drawn to My Ne: CICTIGENIVoL4 dated 24” June 1986 and are requeeted to strictly comply with the instructions there in. in the event additional funds are expended in rectifying defects such sums will be surcharged from the Officers responsible. Sg... Eng. K.D.P, Perera Director of Irrigation. Copy to: S/L& L.D. : Case No: 66 - 00084 83Departmental Circular No: 3/92 My No: G/6/G/T Vol.iii., irrigation Department, Colombo -7. 12” February, 1992. D.DDIC.R.EE/C.1.EE/.EE. SUB: SUBMISSION OF WEEKLY PROGRESS REPORTS AND MONTHLY DIARIES. It is observed that in most offices the submission of Monthly Diaries by the Imigation Engineers and the Weekly Progress Reports by the T.AA. are not being done, From 2™ February, 1992 all officers concerned are kindly instrucgted to submit these returns to their superior officers. 1. MONTHLY DIARIES. Monthly Oiaries of all Range D.DD, C.R.EE, G.l.EE. and 1.EE. should be submitted before the first week of the followoing month to the immediate superior. A copy of which should be maintaiend in the respective Range D.DD's Office or in the branch of the respective D.DD. The original of the Monthly Diaries of the Range 0.00 Ishould be sent to the Addi. D.l.to be retained in the Head Office. 2. WEEKLY PROGRESS REPORTS The Weekly Progress Reports should be submitted by al! T.AA, in duplicate to the immediate superior officer before the end of the following week. One copy of which would be retained by the Irrigation Engineer in charge and theother copy would be retained by the D.D. in charge. Sadi... «. Yoganathan DIRECTOR OF IRRIGATION. C.C. :Addl. D.1.- for information and necessary action please.Departmental Circular No, 0° Ay No: C/6/6/7/W0l. iv, p Irrigation Department, ~ Colenbo 07. ah BI way 5 1993. Dy DIY Ca By BE/ Cy La BE To BE wh SURE SUBMISSION OF WEEKLY PROGRESS REPORTS AND MONTHLY DIARIES Your roferonce i¢ roquosted te Departmental Circular wo. 3/92 of 12.02.92 on the above subject, “ft is noted that most officers have not complied with the wove Circular instrvceions, Therefore ali efticors concomed are requasted to strickly comply vith the following instructions with offoct fran 1.6.93. 4, MONTHLY DIARIES Honthiy Dierios of all Ronge DLDy, CREE., CiTsSE and 145 should be submitted before the first week of tho following nonth te his immediate pango D,DDIs of fico on in tha bran ch of the sespactive Sar, D.DD, The original of the wonthly Dierios of the Range 5.00 shouldbe seit te the Add, DLL, be be retained in the feed Office. (.6, Brunch) | Hi. VESKLY PROGRESS REPORTS The Wookly Progress Reports should be cubeitted by all TyAdy tn duplicate £0 his immediate superior officer hefore the ond of the following wack. Ono céfy of which should be rotained,by the Irrigation Engincer in charge and the other copy siould be retained Sy she engo DDe/SareDeDe 02, al] Draughtnan should maintain a diory giving the work powfommed caily. 03. ALI officers concernrd should maintain thase returns and should be - -made available for any inepoct ing officers, All inspecting offfcors aro requested to personally check those during their ingpect fon and Inélude a note to this effect in their inspection notore 6 Od, Ade2. D.I,, Sar. 0,00 and Renge P.DD should cnsure that the respactive officers have submitted their monthly diarios/WPR bofore approving the annual incrowents, GOKob 27 : Sod. Ky Yeganathen, Hake Toyasirato, __ 85 Director of Irrigation Snr, Daputy Director, + (Porsenna? & Aduinistration}Departmental Circular Na: 06/2001 My No. DO(ESTDCit - Trigat en Departmant, Bavednaicka Mawatha, Colum be G7, 26-93-2007 a ED DFecject Grectors Al Heads of Divisions w: Heaa OfFce 0.DD in-charge of Ranges'O.REE/Chis! Project Enginess TEE in-charge of Divisions/mesident EngineersiMd CHIC DOA - Duties of CDOA, DOAA & Draughtspersons The Usts of duties of Oraughtspersens, Drawing Office Assisterts ard Chief Drawing Office Assistant are appended teiow and wil be in force wh immediate affect, Ta: Circular supersedes af previous Deparment Circulars or Otfice O-ders issued in th regard 2 {2 Duties of Draughtspersons oni ¢F drawings, BOGS anc estimates of ali works (ainenaver required) hanaiec oy she Department under He su: ONS Cipersers as d By the Divisional Srgineer/ClEPDIDIVSA: DEWiectar, 05 Grawing office standards and practices sist DOA/Ergirees in tne preparation of (a) Land asauisition pins and applications (2) Program and Progress chats {c} Rate anaiysis ars sf of quancites (¢) Any other rsievani cccuments 3. Assist DOAEngineer im the saiection of the foitow registers and furnishing them lo the rele: gate and recarcing in th cauthenties (@} Tank returns {Bi Rarta! Oa: fc} Cuthater Tats | Scheme detays er evel reccr4. In addition to the above duties, D’persons will altend to ne following also as directed by Divisional nigation EngineeClEPDIDDISAr DO/Dizector (a} Checking of measurement books with relevant deeuments and measurements. (9) Preparation of progress diagrams 4h) Preparation of maintenance diagrams {) Comparing estimates for sanctioning. ©) Checking offinai payment reports and reports for releuse of retention. 5. Any other tolevart duties entrusted by Dvisional IE/CIE/PDISne DD Director as the case may be. Note: Tis is subjected to any changes in furetions of the department hierarchy on any future date, . i Duties of Drawi 4 Office Assistants 1. In-charge of Drawing Office and distribution ot works among Draughtspersons based on the pricrity decikted by the Crile imgation Engineer/Depty Dirccter 2. ‘Supervision of the works of the Draughtspersons in ine Drawing Offc&'in 1.0, Range offices and Sivisonal offices to maintain ‘Standards and quality. 3 On the job training of trainee D'persone ard juntors, Regular revision of rate - analysis retevant to the Divisions in the Ranges end ” colection of data required for same as directed by CIEIDE 5. Maintaining a register of water levels of Feservoirs, rain - fall data, cultivation data ete < and render ther to H.O and other agencies under the direction of CIE/DD. 6. Assist CIE/OD in the prebaration of plans and applications for jand acquisition st Preparation of Progress Reports and Programmes as dricted by ClE/Do. 87 awe:8. Maintenance of attendence registat for CiPeIsOns, checking diaries, approving leave, recommending increments end performance appar'sa\of Opersons in HOMangePraject afice as drecied by reise, ODDOFOICE “9 Mainlating descipting in the Dice 10. Maintaining a register of estimates and Plans and safe keeping of pians in RengefPranch offce/Project cmice 42, Atlendiing Range Tender Bnard TEC District Buying Commnittes Meetings when Salled upon to do soby the DD . 13. Any other relevent duties entrusted by CIE/DD. 2 (My ties of Chief Drawing Office Assistant (1) General gudencs to ge ahtspersons atached to all drawing offices in the we {tigation Department to give the optim efficiency @) To 6 Inenarge of te foicwing Sections & the inigatior Ceparment Head Office. () Drawing office main stores @) Fien Recor Room Gi) Plan Prirting anc Ofsat Printing Units 3) Assessment ot fequirements. Préparation of Specifications, evaluation (Proocrement by Procurement Greniah wea Cf drawing materials and crawing- instruments to ail Drawing offices. SOA vill be 2 member of ine Tee for the above procurements arid aiso attend the DTS 2s an coserver uiten esl pen {Sj Checking cl monthly material retums of PR printing and cffset printing swore ara take aporoptiate action, To assist the Senior Ceputy Ditsctor (Trainrg) iDti7; ning OF ersens in various tyes ‘of drawergs, Drawing Office era “88 Aisining of eas6) ee 19} To take appropiate steps to preserve and maintain old plans, drawings, instruments etc, which were used by the Irrigation Department in the past To assist Directorate in fumishing relevent statistics pertaining to cadre vacancies els. in the grades of D'persons , pian keepers and Map mounters ete Maintain and update statistical data relating to old Hrigation schemes coming under Imrigation Dept, Pravincfal Councils and Mahaweli Authority. + Attend the Ministry Rate Fixing Committee as @ member It instructed by the Gi, Any otter relevert duties entrusted by the Director (RO&C) GOA wil function Under the administrative control of Directar (RD & C) Note:- This is subjected to any clienges in the funstions of the Department nierachy on any future elate. A Nave A Sa Hector Genaral of imgation Copy:- 1. Secretary & WRM - For informationDepartmental Circular No:7 My No: 1A /3/04., Irrigation Department, Golombo.7, 27 Jan. 1977. Resident Engineer, Irrigation Engineer, Sub: Maintenance of Cash Books itis observed that a uniform procedure is not followed in the maintenance of Cash Books in the Divisional Offices. While in some Divisions, one Cash Book is written up for both Cash and Bank transactions in others two separate cash books are written up for Bank and Gash ‘Transactions. With effect from 77.2.1 the following procedure shouki be strictly fotlowed: 2. Bank Transactions The main Cash Book should be Mmaintaiend utilising the Cash Columns to record all deposits to and Payments out of the Current Account in the Bank. Both the "Cross Entry" and “ Total " columns shouid be suitably posted, 2:1 Receipts Cheques, Money Orders or cash received from whatever source should be entered on the Receipt Side of this Cash Book and deposited in the Bank, promptly. All such receipts should be acknowledge on Form Gen. 172, (Yellow Receipt ) All monies received other than imprest cash must be promptly femitted to Head Office, by cheque with the Paying-in-Vouchers. {Chapter 2 Sec. 30 of Manual of Accounting Procedure). Your attention is drawn to the requirement in FR.177, that any monies received on hehaif of the Government, Whether such money forms a part of Revenue of not, the whole amount should be deposited in the bank daily or at the earliest possible opportunity. 2:2 Payments: All payments by cheque should be entered on the Payemnt side of tis Cash Book in the " Cash ” Column. Abatements if any, should be entered in the " Cross Entry “ Column and the total payment on documents extended to the ” Total “ Column. 90Numbering of Check Rolis. All supplies of Check Roil Forms indented for from the Govt. witl in future be print - numbered. The print - numbered check roll will be taken on charge from the Govt. Printer by the Chief Stores Officer and issued to the Divisional Offices in strict order of inted - number of Stock Receipt form - Irrigation 131, in duplicate printed number on Stock Receipt form - Irrigation 131, in duplicate number against the quantity of forms issued. The C.S.L.0. should be that an acknowledgement is received promptly in respect of ail made and filed of record, The same procedure should be followed when print numbered check roll forms are issued within the Head Office, ‘On receipt of the printnumbered check rolt forms in the Divisionai Offices, ‘one copy of the Stock Receipt form, Irrigation 131 should be in acknowledgement and prompity returned to the issuing officer. The officers in charge of the counter foild books in the Divisional Office will be responsible for the safe custody and accounting for al! print-numbered check roll forms. tesues to the officer dealing with issue of check roils will be made on an Issue Order and acknowledgement obtained for each officer. Each issue should be entered in the Register of ‘Check Rolls vide indix il of the Manual of Accounting Procedure. The printed numbers should be entered in column No: 2 of the Register. if any form is spoilt, it shoul dbe scored across and the word “cancelled” written across it and authenticated by the CE. Such cancelled should be carefully filed of record to tbe produced when required by the Checking Officer. The C.EE. should apply immediately for adequate stock of printered Check Roll forms to the Chief Stores Liaison Officer. After obtaining this supplys, the .EE. should despatch the unnumbered unused check roll forms available in their offices without delay to the Chief Stores Liaison Officer. Stock Books for check Tolls should be maintained in form Gen.20 with the following particulars. 91Date of From whom “Number on Qty. Dae = Townom Numbers ory. Recpt. Received. Reced. of — iesued ‘on Form ieauod. fave unased . In case of check rolt sissued being soiled, mutilated or fost duplicate check roll may be issued in terms of Section 236 and 236 of the manual of Accounting Procedure. A report from the officer reporting the loss shouki be obtained and filed of record in the file for mutilated and lost check rells. If a check rol! issued had not been used subsequently, for whatever reason, such check rofl should be retumed to the issuing officer for cancellation and be filed of record in the file for cancelled check roils. Sgd/... Director of Irrigation. 92vEtbar) MENTAL CIRCULAR NO: 2 OF 1978, To: C.EE. D.ILEE. DS. such worker: (a) My No: 1A/11/3,, hrigation Department, Goiombe 7. 16.01.1975 Payment of Wages - Casual Labour. Aitention of all Paying Officers in the Department is drawn to the provisions in Chapter 138, Section 2 of Legislative Enactmant, Volume V. extact of which is appended for your information and necessary action. Payment of Wages. 2. The employer of workers in any trade shall comply with the following provision of this section regarding the payment of wages to every No. shall, subject as hereinafter provided, pay such wages in tegai tender directly to the worker, without any deduction other thanan authorised deduction, as hereinafter defined, made with the consent of the worker ; Provided that the aggregate of the deductions so made at any one time shall not exceed - fi) Gi) seventy five per centum of the waged due, in the case of a worker in any trade specified by the Minister for the purposes of this paragraph by Notification published in the Gazette; and fifty per cnetum of the wages due, in the case of a worker employed in any other trade: Provided further, that nothing in the preceding Provisions of this paragraph shall affect or be deemes to affect - Gi) any deduction authorised to be made from such wages by the Income Tax Ordinance or any other written law: or 93(b) (ii) any retention or paayment of the whole or any part of such wages made in pursuance of or compliance with any order, process or decree made or issued by any court of law. For the purposes of this paragraph a payment which, immediately after the wages are p aid to the worker, is made out of the wages by the worker to the employer or to an agent of the employer, shall be deemed to be a deduction from the wages. In this paragraph “authorised deduction" means a deduction made in the prescribed may of in respect of - (i) any advance of money made by the empioyer to the worker, (i) any payment which, at the instance of the worker, is made out of the wages of the worker by the employer to any person other than employer or an agent of the employer in order to discharge any obligation of the worker or for any other purpose of (iif) any other prescribed matter. Subhject to the provisions of subsection (1) of Section 6, he shall fix the wage period ( not exceeding one month) in respect of each worker employed by him shall pay the wages for that period to that worker - ( ii) where that period does not exceed one week. within three days after the expiry of the period or : where sthat period exceeds one week but does not exceed two weeks, within five days after the expiry of that period, or ya{iii} where that period exceeds to weeks, within ten days after the expiry of that period: Provided, however, that where owing to the absence of any worker or to any other unavoidable cause, it is not possible to pay the wages of any worker within the time jimited by this paragraph, he may retain such wages and shalt there-after pay such wages to that worker at the earliest possible opportunity. Noting in this paragraph shall in any way affect the period of notice or warning necessary under any provision of written law other then this Ordinance for the termination of any contract. {c) If he terminates the employment of a worker on any date, he shall before the xpiry of the second working day afgter that date, pay the wages due to that worker. 2 Please make arrangements in your Divisions for the payment of the month's wages for check roil labour to be made within ten days after the expiry of that month. Sg@. P.H.Perera K.Sathasivam + “Director of Irrigation. Chief Accountant.My No: CT/MEIGEN., Irrigation Department, Colombe 7, 26!" May 1978, DDD. CABEJ C.EEIC.A., LEEJD.LOO. ‘Sub:- Check Roll Work Reference decision taken at the C.LEE. held on the i that; “Construction work should not be done on check roll unless 20" April, 1978 vi prior authority is obtained." Please note that his decision dees not apply to - fa) Emergency work such as flood damage repairs. {b) Urgent work - in times of floods etc. Check roll work on the above could be undertaken as and when required and any authority required as outlined below could be obtained subsequently. 2 Works Costing Rs. 15,000/2 and under. When there is no response to tenders, work could be catried out on check Fol. However, the C.1E. of the Range shouldbe kept informed of the work being done on check roll 3. Works Costing Rs. 15,000/= to Rs. 100,000/= When there is no response to tenders, work could be carried out on Check rol! with the authority of the C.1.E. of the Range. 4 Work Costing Over Rs. 100,000/= When ther is no responsible to tenders, work could be carried out on check roll with Head Office authority. 5. Departmental Circutar No: 17 of 17.08.1978 is hereby cancelled. 6. Please acknowledge receipt of this Circular. Sgd. R.U.Fernande Sgd. A.Maheswaran. DD. Director of irrigation. 86Departmental Circufar No: 26 My No: C/.CTIGEN- Vol.2 Irrigation Department, Colombo 7, 8" June, 1978. CEES LEE. /D.LOO. Sub; Procedure to be adopted in awarding work on contracts. Further to Departmental Circular No. 20 of 1978, the following procedures also can be adopted in awarding works on contracts: 1. Awarding work to approved societies: Work can be awarded to registered Rural Development Societies, Co-operative Societies and Labour Societies at estimatged rates less Supervision and other charges not exceeding 10%. A list of all such societies should in the first instance be forwarded to the C.LE. of the Range for his approval. For works over Rs. 15,000 an approved society should also be registered as Contractos of the Department, 2:3 Authetilation of C.B.Entries All Gash Book entries, both on the Receipt and the Payment Sides should eb checked and initialled by the RE. with the relevant Paying-in or Payment Vouchers respsectively. 2:4 Balancing of the Gash Book. This Main Cash Book should be balanced daily in terms of F.R.446 (2], sAll accounting officers are requested to read F.RR. 380 - 396. 3. Petty Gash Payments.: All Petty Cash Payments should be recorded in a separate Petty Cash Book which is a memorandum Cash Book. It should be clearly udnerstood that except for the opening and renewal of Petty Cash no entries shold be made on the receipt side of the Petty Cash Book. Please read F.R. 445 (3). 3:1 Payments out of Petty Gash should always be made on vouchers duly certified by the Re. and receipted by the Payee and should be attached to the Renewal Voucher. $73:2 The Petty Cash Book should be balanced at every renewal and at the end of the month and cash in hand verified by the RE. %:3 The Petty Cash Imprest should be reimbursed at frequent mtervais, atleast once a month depending on the payment needs of the Division. 4 Register of Disbursements. When cheques are received from D.l. or DIM and E for payment to ‘staff such receipts will be posted on the receipt side of the main Cash Book and the cheques banked. Thereafter a cheque in favour of the R.E/0.E, should be drawn for the exact amount of the cheques received from DJ. or Di. & €. and this amount should be entered as a receipt in the Disbursement Register. Payments against this amount would be shown on the payment side of Disbursement Register as and when payments are made. any absentee wages returned by Paying Officer should be furnished with a receipt of form Gen. 172 and deposited in the bank and remitted to ©.1. or DIM & E in terms of F.R. 290. 4:1 Similarly whea the RE. has to make payments sor wages or advances to a large number of employees an Check Rolis, pay abstracts or advance payment documents, a cheque in favour of the R.EJO.E. should be drawn for the exact amount of the vouchers and this amount should be entered as a receipt in the Disbursement Register and payments shown on the payment side of the Disbursement Register as and when payments are made. Absentee wages should be dealt with an mentioned above (FR. 290). Under no circumstances should monies be dragwn from the Bank on a estimated or round figure without a duly certified payment voucher. 4:2 The Disbursement Register should be balanced daily and the balance cash in hand reconciled with the unpaid balances on documents. In this connection your attention is drqwn to FRR. 271 and 281. All payments should be closed well within the specified periods. 4:3 The daily closing of balances, namely Cash Receipts, Bank Deposits for Cheques, M.00., P.0O., etc. deposited in the Bank, Re-imbursement Regisgter Balances compared with the payment documents and Petty Cash balances, should be checked by the R.E. and certified correct,Numbering of Documents and Schedutes. Please follow the instructions contaiend in departmental Circular No:36 of 1971 { F.1/1 of 71.10.08 ) with regrd to the continuous numbering of Schedules and documents for the Financila Year 1 am attaching for your perusal and guidance a brochure on some pects of accounting procedure, The sinhala copies wil be supplied in due course. Sathasivam. Sgd. A. Maheswaran Chief Accountant. Director of Irrigation. cc: AN ODD/ DLEE / Accountants ooMy No: 1AV3., Irrigation Department. Colombo.7, 30" Jan.1979 To AN: C.LEE/ LEE, Manual of Procedure pertaining to the Maintenance is and olis. A Manual of Procedure pertaining to the Maintenance of Gheck - Rolls and Distribution Rolls is annexed herewith for strict compliance, This will be effective from 4.2.78. C.LEE. should see that compies of the manula are issued to all officers who normally handle check folts and obtain acknowledgement and keep them filed of record. Printed copies ( in all three languages ) will be issued to each officer in due course. Sow... Director of irrigation. cc: 1. S/L&L.D. - — forinformation. 2. AG. “ tor information and necessary action. 3. DDD. + for information and necessary action. 4 OA - for information and necessary action. 5 ADA - for information and necessary action. 6. C.EE. - for information and necessary action. s.. Copies are sent herewith, If addditional copies are needed make your applicable to Accountant (Internal Audit } of this office. 106MANUAL OF PROCEDURE PERTAINING TO MAINTENANCE OF CHECK ROLLS be 24 2:2 3:1 AND DISTRIBUTION ROLE’ Authority for employment of Labour, Refore works are undertaken on checkroll Labour authority should he obtained in terms of departmental circutar No: 19 of 25.95.78 and No. 26 of 08.06.78. Recruitment of Labour Here-after recruitment of all types of labour required for Departmenial purposes should be on the following basis. © Unskitled labour required could be recruited from among those registered nm the Range, as at 31.12.78 and were in employment during the 3 months proceeding this date. . If sufficient labour eligible for employment on the above basis is snot available, reruitment of additional labour should be through the respective Job Banks according to the isntruction given in the Beparunental Circular No.3 of 1979( GX 725 of 16.1,79} and the Ministry of Plan implementation Cirenlar dated 28.10.78 annexed hereto. No Drivers, Operators, Kanganies or Supervisors should be recruited by the LEE/O.L.CC and engagted on work without Head Office Authority. ‘H anyone employes labour on basis other than the above, he is sliable to be surcharged the cost of such labour. Registration of Labour, Each LEJOL. ions should maintain in his office a Register of labour with the following particulars in respect of casula labour available in his Division for employment. (@) Serial No @) Fait Name (©) Designation/Grade/Trade: (@ Age : {Permanent Address : (Temporary Address : {g) National identity Card/Job Bank Reference (BH) — Specinen Signature/Fhumb impression, ‘The existing register should be revised on the above basis, 1013:2 33 34 $1 Labourers who have absented themselves for 2 years and aver should be deleted from the register. No new names should be registered unless they are sent by the Jab Bank or as provided in Departmental Circular No. 3 of 1979. If sufficient werk is not avaitahie in the range for ail those registered, employment should as far as possible be on a rotational basis on cach activity within the range. Notet- No person withoat a National Identity Curd shold be registered unless his names has been sent by the Job Bank. Nete2- Separate fotios should be opened in respect of each category of Labour i.e. Caskilled, Semi-skilled, Skilled etc. Note 3- ‘The Register of labour should be available for inspection at any time, Application for Cheekrolls, The officer in direct charge of the work or gang of labour should apply in writing to the 1.E/O.1.C. before the 20" of each month for necessary checkrolls to carry out to work during the following month. The following information should be furnished in the application: {a) Name of work and the numebr of the estimate sanctioned for the work. (®} Number of each Sub-item of work to be done during the monthwith nature and quantity and the amount required against cach sub-item. (©) Name and designation of officer to wha the checkrol! should he issued. (8) Probable number of labour and other personal to be employed on ihe checkroll during the month. Issue of Che LEJOLC. on receipt of the aplication and after satisfying himself that the amount applied for is within the amnount available for expenditure against the sub-itert and that it roughly corresponds to the wages and allowances of the personnel necessary to be employed on the checkroll, cause a checkrotl together with a Distributin roll te be made out and submitted to him for signature along with the Register of checkralls with columns 1-8 are duly entered as indicated in para.126: TW Only Printed numbered Checkroll Sheets should he used. One and only one CR. should be issued to miaked the atendance of casual labour to be engaged on a particular work and on a pardeular shift. Nighi Watchers, if employed should not be marked on the same C.R. used for day employees. checkroll should be issued only when the issuing officer is satisfied that relevant work could be commenced during the following month, vide para 5:1 above. CRR. should not be issued to casual work supercvisurs without the specific authority of the C.LEE. Pocket check rolis shoald not be maintaiend as an I aterim document to record attendance. Separate Checkrolls should not be issued to makr the attendance of cusula supervisors or supervising labourers, but their attendance asto should be marked in the main Checkroll issued for the Worksite. ‘Number of Check Rofls. LEJO.LC. should maintain a Register for issue of eheckroils for each Financial Year and numbering of Check Rolls should be a continuous series from the beginning of the Financial Year to the end. The first C.R. issued should start with No.0001. Issue of Additional Check Rol} Sheets. If more than one check roll or distribution roll is isscud consecutively they should be serially numebred. The Total number of sheets issued should be entered in werds immediately above the signature of the Le/D-O. on the issue page of the first sheet of the Check Roo! thus: “ Tssued .. . sheets of Check rolls and authenticate by me. . sheets of distribution rolts duly ° m-8- + . 72 TE an the sours’ of the month of work, ndus tional shoots ere found aeenanry fxtra sheets (sorially mumbered) nny be Incud oeeet authentication as indicated in Sub pare (1). 4n endorsement showkd Pe maecon the s880 pegs of the Furst shect rogard. Ing th oumber of gupplenentary shects issued and tho endorsoucne ciered ama doted, Reference to the original sheet No. should auc 2 given. The issue of the additional encets also should be entered sn She Register of Sheek Rolle. 8. | Fartiéwars to be furnished on Uheck Kelis at the tie of Issue’ Bi1 Op the “teaur pnge of che Stuck roll an aditition te the particulars yeilired to te inserted according to the printed headings, the nane Mout etter of the sork site for which the Cheek real de’ tance should be.clearly indicated nt the tay of the iecus ‘Beet. Bro The muster assigned to n cick roll in the srinved heeding showla be ~ the eurbor recorded: in the Register sf Chesk Relie pon ‘the seme onc. 8:5 Under the heading "Zens of work to he done” should be given the Bamber a: af the svi Etons as appemzing in the: sancticond cecomen in the noture of work to Ee dane and the amount alioncd far ifthe work to be done refers to work wea Boned wnder ’s" sub catimate, the mumvar of the susciten os the the aut Botinste should be given. G4 Bader the ending "Overscer” ahe-iid be entered the samen and eestgmat~ soneerann’ Pseer an rect chore of the work nnd thet of Mee supervisor. 9~ Officers to whem Cheok Red: - SESE te whem Check Rot Sit. Chrckrolis stiourd do issued to Monthy paid officer's only not be assued to daily paid omployces. should be iesved. They sheuda Authoriscd smounta of Check Rol2. Pho amount suthoriecd on a Chesk Roll should not be exceeded without written nuthority of the autterising officcr. . = TY." Trerense of nuthorieca amount of the. Che i - RE SC ot nvbhoriach amount of the Check Roj2. THTTE would not normeLly be necessary tr tnercace the Sriginal amount Gilowed en a checkroll unless the output ef mork on dhe miberiee ireauded. in ‘the chccicroil iis to bo inexenscd oF a now sib iecy ander~ fier. Subh inercase or addition should be onder sed on ine gongs page thuat Expenditure not to exoced Ks.. 1,000 Initials of tho Sosuing officer and dete ~ ad ~to- Tnercascd by see Ree Totel allowed. |... (the amounts are only ceamples). he new sub iteme if Aiy should be aldcd to these shown under the fending “Eten of work to be done”, nnd initdniicd by the Iasiing 4 Approprints entries most bo ande in the 6.8, Regiater Co © sigh guthori sation. 2. Register of Cheekrolis. 2:4 A Rogtater of Sheck Rolls should be naintrincd in cach Diviadon!Sub Paviaion/Unit ao form show in eppondsz-A. On sclumn' Pr should..be stomn the serial’ number cf the cheolwroll, Nusbeling should bei tage. 1 heard ee eet? [er sch Financial Yoar. “the humpering of obcckrelle Mould atert, with 6001 fcr acti Fiianeinl Year, bach issu: showla be andtinticd by the’ I.8./0.1.0. in column Sp of to hegister ‘ot the tame Fe signs the issue particularsin the ches tell” na 4 (praywe. 14:5, > The-gradce, Trades and status of employees should Le ¢! 45: ABE 15:2 -4- : Serdnily Printed nuibcrs of the CoRR coum Uda. the Head Crcrk’s int siel piliaks te eneure thet the yertioviars lave becn-correetly recorded in the Register and the Liebigivica have beer noted in the Votes ledger. Golum 10 to 12 should be filled in when the prid vouchers tnve been scheduled. “the Head Clerk's initdal in column 12 a will vouch that the particulars of payment have becn correctly recerded in the kegister, the lisbility noted on account ef the Cicekroli tas been deleted in the Votos Ledger ani the expenditure entered therein.vthe qwrry relating to the peymont should be initinlled by the Paying Officer at the tim be signs the schedules of vouchers. Statenent of Chovk rolls issue ‘An extract of column 4 - @ a fron the Register of Cheekrolis relating to the conth shoula be forwarded to C.I.R, ‘with copies to Mrestor of Investigations, Ministry of Lands, & Land Deyelepeent and the Accountant, Internal Audit of the ‘Deparaonta to Texeh then atleast three days before the end of the previous month. Partioukers regard- \ dng subsequent issucs of check-rolis, iseuce of saitional forms cto. . + alse should be forwarded within Sive days of such issues. Labour omployéd ‘should te entered in the Check reli iy une oruur ay whith they arc caploycd. Their classification, thear status. | 4,65 Casurl, Tomporary ete. Grnde §.c. Skilled CLI, Skilled TL.I] pei21ea cte, and Trade icc. Mazon, Carpenter, Borer etc. should ve entered against their names. “The column © oul! be subcdivided into two columis, one of which should be used for consceutive number ing of the employees. The other sub column should te headed "Departmental Number" and utilised Sor Andisating the Departmental No. assigned to the employees at the time of the registration. ~_ nin the column for “Rank or Glass”... Yredcs of all labour other than~*rskilled Trboy. should be given in this colum Marking of Attendance of Labour on Check Rolls. «Thera stall: be-an Attendance Register -in every worksite. ALL cmployccs ‘should sign same. at the commencescnt of work and olose of work giving their Departmental number (Registered number) in colwm providdd . Attendance Register shod be closed imediately after start and close of wosk by the officcr in charge. The Attenance Register should ‘be avndiable for inspection and should be 4 permencht onc. The Check roll shall,be mrked immediately after settling the employees fer work in the mrrning and in the afternoon. The marking of tne ehcck roll should be donc by the officer in ebargc of the Cheek Rell $n in‘his abscoee my other officer who has teen assigned to york for fim ‘When on officer $n charge of work {eile te turn up for work his Smmcdinte superior should mike arrengescnts for marking the cbeéicoll. The. T.4..o7 Work supervisor, should hold thens¢ives responsible for every anne in the Cok. : -No' hook Roll ‘should ve ‘anrked by any unauthorised porion 4.c.person jebher than to whem the G2. wed oF adsigncd, excépt as provided for: (n . _ * "105= 45.5 Ue foLlowing method of marking the Steck Roll should be sdoptcd. x/- for presence in the firat laif of the day. wo. for preecnes in the firet tlt nnd abscnoa in tho cccond hell. of “the da'y. ~ ax. for presente whole. day. for abseneoin-the first half eff the ‘day. ox for ebscnce in the .iret bolt md presence in the second hit of the day. o/o for absence whole dey. . Following abbrivations preferably in red ink may be used for marking pedd Leave ctcy . SL/L, for Sick/Modienl Leave oft for Casual Leave for Accident Leave “DA for Duty-Jeave WP for Public Holidey Fay 45:8. “Tumediately efter the attendance has been amrked in the ebcekratl cook tine the tote] of those present should be inscrted just below the lnst cmtry in the colum and initinlled by the officer who anrkea the check yell. At no instance should any colwm be Left blonk. When the Ingt sheet or snecta of a 2h. arc-not required for wirking attendance, a vertical line shovid bc drawn against cach. cay oi marking. After the cmployees have besn marked present it ie the duty of the supervising officer to sce that they nre present at tho gite awd rork, exept during lueh intervals. If any employee leave the sitc after marking C.R."F- should be plnocd on no pry and the abscnee rtoula be dadabated us we CR. If-at the time of inapeotion by sumrior officers, it in obscrved that thin $4 not done, the. supervisor ia Linble to be aureharged the cost of absentee dabour. When the pay of an employee. is checked the letter "C" preferably in - “wed ink should te placed over what ds disallowed. 1538 Mim cmployces arc allove:. to work overtime, the tines of arrival and departure should be indicated c.g. 7.50 find the insertiewfer the EO synbol x/x dispensed with. Such 0.T! shovld be paid on the OR, . Atsclf ma not on acparate vouchers. 48: 45:9 | Mion an cmployce ia discontinued, retired or transferred At should ve 30 stated on the C.R. ngninst his name and a Line should be érnwn “amncddately against his neme for the talnace degs of the month, 15:10 When over, ap employee works on more than one check -roll,. ducing 4 month, vemarke should be matc in all auch check rolls againat the nant Sf the cxpleyce. 15:47 “Teen hon a9 copleyee br nm number of employers out of the cnployecs epgngcd lon n C.R. isaucd to n prrticular warkeite is detniled to work outside jthet worksite a actailed rote should be mando in tho Log Book atthe Workadte gixing the names of such cmplayoce, type aid pine of _"t_lwakk- eto}, on days they are so depleycd. 45:42 “Officer marking C.RR. showld ensure that there will be 0 erasures, nitcretiona cte. Any altorntion on C.R, should te donc wait) tik “ puthority, of the-I,B/0,2.6, Alterations without whe permission’ of the I.,0.1.2 £12 subject the officer Fesponsit te fer surcharge and, disciplinary action . 4115 When a Cheek Roll issued is not used or not required to be used during the reatiaf tho month, it should be retumed to I... iamedietely when it ig mow that no work a to be donc during the reat of the month. Tn wil atch cases a vortionl 1inc should be dram under cach day and andtinlled. 106 ec tew.0): -6- . ippour Registration Munber should te ‘gion -in C.R, betore the nae ’ _ of ench employes. 46. Marking of Distribution Rolis- ye:d ~The istrivution of Jebour to various sub items of work for which srenedk roll 4s assucd should pe done jndty in ee Distribution Rol) wes + Ey the ffticer to whom St 48 issvede ite Sauber of Inbourcrs ip ench Erade and trade should bo furpisted agrinet ench ye of work weer Gach sub item of work done dnily- 46:2 © Where theldaily distripution of the mnges of a Ki/Sypervisor te Wier ne eee of work under 9 sup Sten wall peocssnrd]y result in Wee sonal reekenings, distribution to different work Say, be dispensed eerie ate oxpendigure ase whose charged to the, se jten. Tf during 9 mouth, 7 xt/Supervieor js cngaged on simultancous supervision Gur Grovent acb iices of ‘work, sttendanec. should be distributed co oe rE nditure chmrgenbie 26 cach sub Sten my Be 3B ‘propar tion to.totel pages of Lnbour Employed on the sub item. 47. Proppration, ATH he officer in direct charge of, the work should at the end of the . dane eee the peried for which qe check roLL de Sasued, PEEMTS the Chuck rol in the following wagner Ka) oud the mater, of days kerked by caoh employee and insert vee lecteL punber of days workod an the opproprinte cotta _ Tn the sane colum anscrd the number of days leave with pay Sy neg Hloaiday poy ith ples anzis neninst the actus] nugber sf day# vorked. . (bo) Taser? the retc of pay, total wagrs earned Isave and holiday pay a 5 Gueftime if any, mpd nilowence in sopnznte clues and insert fetal Gross Wages in the Text colum under the “gninrics" : rot roe neeGsl. Le suffdekent aclums Are not nvaiintic Additional. columns may be raked: +? {e) Insert’ the deductigas for any Advances, granted in the first . Bese nace Mdeduetions™ Section of te Chock 20l1 ana wnuthoriscd deductions in the other colums rnd thé total deduct— den in the. last cpiuin under the Tpeduetions® scotialaf the Cheek Roll (a). Gateuiate the palane dur to the cupleyee and i G8) ‘The totel of cach grade of Imbour and the grand tein of the number of Lebourers omplayed in onch type of work umler each ef the cub. itans on ahich they were caployed during the month. The torel uagce, overtine at och grnde of Inbour end their grnnd totsl for each type of work unier cach of the dub items. The materinle supplica nt Sovtsexpénses for cach work under cach Sui ites Total quantity of woric Jone on cack work under cach sub ite, giving crese references to Measurcnent Book and folin numbers in which the detail mcasuruncats are entered. Grond toxel of the Inbow urges, overtine, of the Atstribution red A distribution of work donc under each sub itom aiving unit rnte fra "AV tmnt i,i ~a- wtificate ito be givin oi the Distribution Rob vaistribution roll: should ve preparcd in the manner speoificd in "Shara Stand’ the ocrtificate “certified correct” should te appended Rnd signed by the officer to whom the check roll is issued and the officer in dircet charge of the work. 5. Sutmizsion of Sheek rolis for payment. 28:4. Chock Rolls and Dintribution Holls should be prepared in the manner speoified inthe previous paragraphs and submitted to 1.B/0,1.6.before ‘the 4th of the foliowing month with the relevant Monsurement Books wo. @uily completed. 25:2" Where denve with pay is mrkod, the Letter of euthority for such Ienve should be nttnohed to the relevant. check roll. Avatvast should be prepared and attached to cath CR, for T-5/0.1.0" cortifionticn: Scrutiny of Chock Rolls in the Divisional Office: “Oo receipt of ‘the chcok roll in the Davisional Offied, the Head Clerk 1. ‘“ahould pase them on to the Batablishment “lerk to check leave with pry cts, and make necessary cntrics in the leave register Lfne Batablishnent Clerk after checking leave ete. mmf entering then Ga-the save Register should endorse’ in every check Yell where leave LOC yaith pey de dpoluded, to ay thrt leave bas been noted in the Leave [Ss lfggteter and pros them on to the Hoad Clerk who should take tran over and pARS FLL check rolls sent to him by the Retablishnent Clerit, to the Accounts “err or any other cffizer doteiled for this work by the LB/G1.0. wi~ siould checa the check rol) and Distriburign rolle with particular reference to the following points: 2% (nq) Scrutiny’ of the marking of attendance of labour ne regards . 2°" Grregular alterations in attendance, tote attomdanee of employee and the correntncss of vertical and horizontal totale and carry over totals “'(b) Classification and gr-des of labour in recordanee with their registration whose registration numbers are given on Wics.R, ad irreguler enploynent of wi-registered Labour. fg) The hutber of authenticated forms issucd be fully acocunted i.e, those returnéd, ‘used and unused equal the number issued. + (a) , Frequency of verification of Labour vy the officer in dircot ote charge of the works « . 2° {c) Rates of pay fc. of Isbourers ne 1nié down in Treasury Circular and Departhental instructions, : (£)' Correctness of rates; computation of wages ctc. . Ag) Authentication of markings of daily attendame by the officer to . whom the check roll-is dasucd below the last eritry.on tho Inst Torm.of check roll uscd. th} Correctness of thy markings for lewve and Holiday pay. - - G)+ Sharing of expenditure te different subd items on the di striput~ fon rolly-dée proper prepara tien, and’ canfutations, mcesuranent yack entrice cto. : (3) Authority of aiterstions.on the CR. - . 3 | "thé Dinbribution.Rell and the Abstract are in order | the ;oftiecr: wre checked then shell sign-ngainst tie Line Vebecacd by" nthe printed orfge provided in the cheek rol) rnd also an the abstradgpand pags them on to the Heed Glork. Ir they are cot in order, fe ghould peas, thon:with his obscrvntions, | whO9 . - : » ont,‘ ‘Gs _-a- 4 oo . 24.4 THE Head Clerx showad test-cheox a few entries in éneh chcek roll'“and C+ Hasse! against the “checked by” column, just belon the Accounts Glerk's: initial to say ‘the specific ontkics teat clecked and if in ' order sybmit them to T.K/0.T.C. for certification. Serutiny of Vheck Rolls by Ib/0.1.0. Yhe L.E/O.1.0. shouka sotisfy hunsclf that tie ehokk rolls bnve been properly checked and check the distribution rel) witli regard te Qigtri ution; qunotitics and ratce of.works, measurcacnts of works etc. end getiany errors, oamissions end other observations attended to, and passca by checking officer. He shall then complcte the dcolaration at the Yop of the check roll sig below the signature. of, the officer in diredt charge of the work in the Bistributien rot? below the abstract ef the ohocksoll ond poss the ebcekroll for payment. 26. Sighetures or thu marks of labouwers on Check Rolis, 26:1 Signatures of labourcrs cn check rolls in seknowledgement of pnounts paid to ‘them shoul@ be taken so that a lergcr portien of the signatures _ ofppcnrqutside the revenuc strap. The date of payment and. initinis ‘lof the dfficera who ideatified the cmplayco shoud be given below the = Rignetuge. Lert thunb impresoion fron aiternte persona too, should be ebfqined Likewine and should be clear and capable of idchtification + Finger print slab and Indian ink should be uscd to take thumb Impross- ions, The use of the self~ inking pad or writing ink for this purpose is. strictly forbidten. ‘Ihe dete of pryment and the initigie of the wofflece.who identifica the Isbourer should be given below the aignature or thmb impression. : 1270" Enymont of Check Rell Lebourors 87:4 11 paymints should be programmed well.in ndvance aad pnyments nade strictly aocording to the progmame. ‘In preparing the Payment Prosranme instroctions cabtained in Departmental Circular ito. 2 of 1975 should be followed : Sopice of the pnymeny pPvgramac, should be sent 3p the Dircotor of Irbigntion, W/L # Lid & Moos, Aecouneant (Lek,) aut Ged egporere. tne Sed working day of the previous moath. J ‘The Paying officer should meke payments personally to cach labourer dnmédiatcly after thc lnbourer receipts the payment due to him on the checkroll. Esch labourer should be identified byi the officer to whom ‘the Cheek roll is issucd ain his absence by any: other responsible officer. He should slec sign nr a mitness at the botton of the last form of cheakroll,, The afficcr in Gircet charge of the work should ““-penfirm the identity of Ue payce by siging as a. sccond witness. Paying officer should tefore making yaynent to Labourers should insist thom to produce ‘the registration eards or in 8 of doubt +. Montity cends tte? “ Aftcr payment, Paying Officer should sign the Brinted, certificate provided on the Check roll form and whore the form docs not contain the certificate, the certifiente should be inserted im ink and signed. | : + : 27:5 . The “Acoountont in ti8 G.T.B's Offi0c should make surprise inspections “Sof! payment, akléast “once 4 worksite nnd sen’ report to G.1.5. with copies to: Hoad Office (Internal Audit } 7 Disbursanent Register. very paying officer should maintain Visbursarcet-Repleter and cece ‘balance Tt an: ‘thie, connection they should strictly comply with - Snstruotions coniatned an Departmental Cireular No.7 of 27.01.77. 29, _Uiiinid Wage’a om Sheol RoNiae nog Bye 3054" “As soem ng the Shock rei. nts arc completed, alll unpndd wages should be| kept scparatcly the safe with the ops anes and ssnounts.of the unpndd crolarepy (pho in the Mabureonnt Regteter. . Cag (e,7,.0)89:2 « Subscquept pryiCNtS OL mudcnvowe nso” . eee tg and the necessary entrics made in te anment side oF te Disburacwont Register giviig cressacfercnce to receipt cide. The \ . payces signature or thunk inprossicn ‘and those of the withcssss fia, -BAMAD tevopteined on the ebbelercll, and payment made as in paras > 86°and 27. the Frying officer should insist fron cvery caployee sitio Tas foiled to chante his wages at the programmed place apd ante of payient to produce Lnpour Identity Card and « duly nuthorised letter from the — officer in direot charge of ‘the cheokroal certifying, the identity of the payor and requesting the payment af te be mac, Such Ictters ghoul ‘be mpproved by the T.E./0.1.6. He should keep those Ictters filed. . . kord » Wngea ronnining unpaid on the gate of closing of agcounts should be v acsomted in the varmor prescribed in Regulations 72 and 3 of the . Berea Se Accounting Proceduré, Jn this conncetion dpstructions + gonteined in P.R.483 should be stréotly complicd with. a0. , Paying of’ Lebourers before chosing of Ghook Roll. + j:4 hen my invourer hrs to be pid fore a clwok Ter) Ae elosed, a Line Me eta arenn neninat his nase for the remnsaang days of neath Ent payaot mce co a separate vousker ma accounice foe ia the sr oete of the month of payncot.. After inscrting of the ‘Shock roll» — Feraenadls of “payments age inst the none of the onployoe 2° paid, the . documint Nos-fnd the Sohedule Now ‘should be given on the sane linc. (ol tan the okeekroll is propared subsequently the enount so made should Faye Gnsqrted wa required. “ ote nt of Advances to. Chock Rolt Lebouterss sa:4 2° Payments of ndvonces to choekroll 2abour ‘should be made aniy ousts * Paya men the masunt should net cxencd basic wages Carncd upto the Jay previous to the Any of pyment. Advanecs on nlLowunecs oF OVSr~ + tine are not permitted. 34:2 Payment cf advances to p poker of caplayers.on one check roll should cere Gh fora Gens 36 a- che officer in diroot cherge af the work | vac Brod prepare the ndvande Liston Gen, 2€n. The deseription of the Paynert of the advanced List’ should read ng follows: wf " Pay List ad sequittence for Advances paid to cmployecs op oteck-rold Now cree Sor 'sesy 49+» between tet and 15th of seerees 197 ” The nuober.of hya: worked by x cach capleyco and hia rate of poy should “| qjbe ineerted against his nanc on advams List ane eertifieate should be appended by him at the cnd of the advanec List thus. "Z.cortify thatthe employees whoac nance npponr in this pay List Hive becn netually and bona fide employed on Cheek RoW No- — For +. the. number of days shown", > Tas advance. List should be forwarded to the LE/o.L.C. for certifiestion md payment. S4:B.- If advance is ‘to be paid toa singe emphoyse, a voucher on form Gon. 35 should ba prépored snd siniterly certified. Fpid documents should be foremrded with the Cesh Aegount to the G.l-b. Btid ~ B45, Redcveries of advances should be mae on, sthe Cirele Roll Sotled_ov Mutaiaved Check Rolls- Should any. chégk#SIL. b> soilea or futdtated before the paygent due on Av lave pygg, mode) a avplionte ebeckrol? any'bo igsvod Tor use fp, the (fered aye regulations in respect of the issue of fresh” Cheol Extphould be coaplicd with in’all respects. The duplicate. : shegit in sagstion boar fn crderscacnt on the iacve pegevurder the mi ef E,B/D.0..a8 Polldrs © Duphtonte Gheak RolS inaund in Licu of original check real No Eoccobiah® the etter wos sosredApepdinted/Lort nnd the roilea/. o =e 55." Lobt’ Ghrek Rolla Sort". When « Frock roll is‘reparted lest during the course of the month of issuc, a Duphicate check roll imst be issued imcdintcly to enable the efténdanec to be marked for the remaining days of the month. Regulntione in respect of ieouc of Crezh cheek folla should be cumplica with in «ll-rcapcots, Duplicete sheck rolls should én aduxtioa bear the cndorsemnt given at pars 31 38:2° An inquiry shouldbe held vy the 1ME./D.¢. to ascertain the causes “of the loss. and officers responsible for it and how it is proposed to pay the enployecs said to have worked upto the datc of loss. A dotailea report should be forwarded to thd oad Office (6-1-8/D.1) atnting!wncther there be evidence to corroborate edployecn atatatente about thelr having worked during the perdod upto date of loss 4£ they ta notimlly work ané af my other officer superior to the officer to whom the check roll has been issucd can certify fron is personal knowledge that the onpleyces did in fact work on the dates in question. Fad Office instructions should bo waited’ before Surther agtion. The Inbourers statements elec should de cheoked with the attendance Rogister. 34. Custody of the Choskrolin during the manth of Twsuc Bd:t Other then thé Attondgne Regiator the Chackroll da the only record of ° MRR ankee of the omploysee. Ie is therefore imperative that the greatest care should be excroised dn its safe keeping t42 it is eLosed and twinded over to the 1.5/2.0. It shall'be the duty of tre Offiecr to whom the check roll is. issued to sec that the F.RR/WRR: rolating to any suk bc wlays avnilnble at the worksite during working hours. Pocket checkrolis or any other alternatives will not . be permitted. Jn inclenant weather, the cheak roll should be carried in the field in m tin roll or in sone other water proof cover. 95, Gustody of Paid Check Rolls, 8 he Accounts “Clerk or aby wither detalicd by tie 1,8,/0.1.6. should be + respansiblé te him for safc sstody of all peid checkrells cte, They shold be nrranged ard filed and kept in a safe place. af *- Responsibility of the officer to whom the Ubeck roll is issued. ‘ 1 The officer to whom a Check roll is issued an nd@itian to the - responaibilitics cnst clsewiere in thcae instructions ve #lso responsi— bic for - (s) The maintenance of an Attendance Register for all/inbour under bib" charge * =-(b),. The daily mirking of the Attendance of labour speoificd in these Angtructians ant for maintaining it ncatly and legibly. He sbould not delegate ‘shis duty to any other officer. (ce) Supervision of different, gangs, of _nbour working nt various. points with a view to secing that the lsbouere sre on the job 4 BMG that they turn out the requisite anount of work according . .telthe specifications and instructions given-te hin. “Fralurc | onthe part of any officer to comply with thas will make -hin . Lifble te be eurcharged with wby‘pavment rot accepted in Audit. of the ‘work. or Respoostht lirics oF “Whe ottiee im dircet charge of the work shall th eddition to the (zesponsipilities cast on him elscwhere-in there instryetiona -sheli "ye reanonaible for-~ . j (a) < Proper and reguiar supervision of work and its perforianee aeoording to instrystions, drowingn,. syceifiontions cte. Tu 1ae- © ontaaeee)