HANDLING OF CASH AND RECORDING OF TRANSACTIONS CONNECTED THEREWITH
According to Punjab Financial Rules, Every Government Servant is personally responsible for the money which passes through his hands and for the prompt record of receipts and payments in the relevant account as well as for the correctness of the account in every respect. The private cash or accounts of members of the office or department should not be mixed up with the public cash or accounts.
NOTE 1.—All transactions involving the giving or taking of stores,other properties, rights, privileges and concessions which have money values should be brought to account in some suitable form as soon as they occur.
NOTE 2.— The procedure laid down in Subsidiary Treasury Rules 3.1 and 3.2 should be followed in the custody of cash.
MAINTENANCE OF ACCOUNTS—CASH BOOK
A simple Cash Book in P.F.R. Form I should be kept in every office receiving or disbursing money on behalf of Government regularly or frequently (other than the Forest, Public Works and Commercial Department’s Treasury and other offices which are governed by separate rules or orders) for recording all transactions of moneys received by Government Servants in their official capacity, and
subsequent remittance to the treasury or to the bank, as well transactions of moneys withdrawn from the treasury or the bank by bills and their subsequent disbursement. All cash transactions should be entered in the Cash Book as soon as they occur and attested in token of check. The Cash Book should be closed regularly and completely checked. In token of the check of the Cash Book, the last entry checked therein should be initialed (with date) by the Government servant concerned on each occasion. The entries in the Cash Book of the cheques drawn from the Audit Office or amount withdrawn from the treasuries should be compared and checked with the list of the Cheques or Treasury Schedules issued by the Audit Office/Treasury Office. A certificate to this effect be recorded in the Cash Book. At the end of each month the head of the ‘office “should personally verify the cash balance and record below the closing entries in the Cash Book a certificate to that effect over his dated signature specifying both in words and figures the actual
cash balance (exclusive of Imprest and temporary advances).
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