Government of Andhra Pradesh

Forest Department

 

Ref No. 12060/2004/PMU –III/1

Dated.   15-04-2004

Office of the Prl. Chief Conservator of Forests, Tuljabhavan Complex, M.J. Market. Door No. 4-1-714 to 725/1 Hyderabad – 500001

 

Sri. S. K. Das IFS

Principal Chief Conservator of Forests

 

Circular No. 4/2004

 

Sub: AP Forest Department – delegation of financial powers – execution of

         works through Vana Samrakshana Samithies – guidelines issued – reg.

 

Ref: G.O.Ms. No. 2 EFS&T (For III) Dept. Dt. 7.1.2004 communicated in Prl.

         CCF Rc.No. 39274 / 2004/PMU - III/1 Dt. 7.1.2004

 

            Detailed instructions about the procedure of release of funds to Government Account of the Vana Samrakshana Samithies (VSS) for execution of works and accounting at VSS, Range and Division levels have been issued in the reference cited. In continuation of these instructions following guidelines are issued for compliance with immediate effect. These guidelines deal with procedure for sanctioning VSS works, release and recovery of advances and various formats for book keeping in VSS works.

  1. At the beginning of each financial year each VSS will prepare Annual Work Plan (AWP) in the format enclosed (VA -1). These AWPs will be forwarded by the concerned FBO/FSO, FRO and Sub DFO to the DFO. These AWPs will have to be approved by the respective DFOs. While approving these AWPs the DFOs shall ensure that the plans are in accordance with approved microplans for the respective VSSs. If there are any deviations, the DFOs may consider incorporating and approving them provided they are in conformity with forest laws and policies in vogue. The targets contained in the AWPs will then be apportioned to all the 4 quarters of the year depending on the calendar of operations.
  2. The concerned FROs will then prepare work estimates for the works included and approved in the AWPs for each VSS and get them sanctioned by appropriate authority. They must ensure that estimates are prepared separately for each sub activity and for each estimate duly identifying key activity as indicated in the guidelines issued separately in Rc. No………….from this office for capturing physical progress from the cash accounts.
  3. At the beginning of each quarter each VSS shall conduct its managing committee meetings and pass resolution requesting for release of funds.  While making such a request and passing such resolutions the Managing committee shall refer to the sanctioned estimates for the concerned works, amount spent till previous quarter (this would be applicable for 2nd and subsequent quarters) and amount required for the respective items of works for the current quarter. To ensure uniformity model resolution form is prepared and enclosed (VA – 2). This can be taken for guidance and wherever necessary, can be further improved upon. The concerned FROs, FSOs/FBOs will maintain a watch register in form VA –2A for monitoring the resolutions and recommendations.
  4. These resolutions shall be forwarded by the concerned FBO/FSO,FRO and Sub DFO to the DFO along with their observations and recommendations. These resolutions should be recorded (copied) in the meeting and resolution registers available in each VSS. For sake of clarity a format of Meeting and resolution register is enclosed          (VA- 3).
  5. Upon receipt of these resolutions along with the recommendations from the concerned officers of Forest Department as mentioned above and upon due scrutiny, the DFO will issue proceedings releasing funds requested for. For the sake of convenience and as provided for in the reference cited, funds can be released on a quarterly basis. Release of funds shall be in the form of cheques or demand drafts basing on the proceedings as detailed above. For the sake of uniformity, a model format of proceedings is enclosed (VA – 4). If for the purpose of securing demand drafts, any expenditure is to be incurred, the same shall be charged towards administrative expenses in a separate estimate to be prepared at division level and debited to works contingencies. Copies of these proceedings should be marked to the concerned FBO/FSO, FRO and Sub DFO for their information and for subsequent monitoring.
  6. These releases are to be treated as work advances and are to be recovered in the following manner:
    1. Upon issue of proceedings for release of funds as detailed above cheques or demand drafts will be prepared and sent to the FRO concerned for handing them over to the respective VSSs. The FRO upon receipt of these cheques or demand drafts will arrange for recording them in the Financial Management module of the FMIS as work advance. He will then send them to the respective VSSs for depositing in the respective Joint Accounts (Government Account). The counterfoil of the pay in slip of the respective bank shall be treated as voucher for this advance and accordingly recorded in the FMIS and in the Receipts and Payments register of the VSSs.   
    2. Upon execution of works, vouchers will be prepared by the VSS (form VA -6) and the work will be recorded by the concerned FBO/FSO/FRO. These works will then be check measured by an officer immediately above the officer recording in seniority of rank.  The delegation for recording of works is Rs. 25,000/- if recording is to be done by FBO and Rs. 50,000/- if recording is done by FSO. If the amount exceeds this, recording will have to be done by FRO.
    3. Upon recording of the works, the same shall be check measured. If recording is done by FBO, check measurement will be done by FSO and if recording is done by FSO, check measurement will be done by FRO. If recording is done by FRO, check measurement will have to be done by Sub DFO and if there is no Sub DFO, it will have o be done by DFO himself. If check measurement is done by FSO, FRO will carry out 25% test check. Similarly DFO and CF will carry out test check separately as provided in the AP Forest Department Code.
    4. Upon check measurement, the vouchers / bills will be sent to the FRO along with M Book (for civil works) or Plantation journal (for regeneration and other operations).
    5. The FRO will pass the bills upon scrutiny, for facilitating payment. He will retain the passed vouchers / bills and send a list of passed vouchers along with the M Book or plantation journal to the FBO/FSO who will pass them on to the VSS for facilitating withdrawal and for making payment.
    6. Upon receipt of list of passed vouchers / bills, amount will be drawn from the joint account and Chairperson will disburse the amount in a Grama Sabha.
    7. The Chairperson with the help of trained Book keeper of the VSS and / or the CEW assisting the VSS will then post the Receipt and Payment register or VSS cash book incorporating the payments as detailed in the passed vouchers / bills as detailed in the list of passed vouchers / bills. This will be a perforated book with two copies. The original copy will not have perforation and will be retained with the VSS. The duplicate copy from perforated sheet will be taken out and sent to FBO/FSO for record. While sending this, the Chairperson shall get two more copies of the duplicate copies made with the help of CEW. The duplicate, triplicate and quadruplicate copies will be sent to the FBO/FSO who while retaining one copy will send two copes to FRO. FRO will retain one copy and send one copy to DFO for record. All the copies of Receipts and Payments register shall be attested by the Chairperson.
    8. Maintenance of Measurement Books for civil works and Plantation journal for regeneration and other operations will be the responsibility of the concerned FBO or FSO associated with the respective VSS.
    9. As detailed in para c above the FRO upon passing the vouchers /bills will retain all the passed vouchers / bills with him. He will then arrange to record them in the FMIS in the Financial Management module and send the data so entered along with the passed vouchers / bills to the DFO through Sub DFO for further scrutiny and action. Thus entire data entry of advances and recoveries will be made at Range level.
    10. All the other instructions contained in the reference cited and in the A P Forest Department Code shall be followed.
  7. Release of funds and their recovery by way of work done shall be recorded and watched in a division ledger (VA – 5). Similarly Sub DFOs, FROs and FSOs/FBOs shall watch the same. For this purpose they should maintain information in form VA – 5A enclosed.
  8. A model format of voucher for VSS works is given in VA – 6 and format of VSS cash book is given in VA -7.
  9. Though releases are made on a quarterly basis, monthly cash accounts are to be obtained from VSSs as per progress of execution of works. These accounts upon compilation and scrutiny shall be rendered to the respective Pay and Accounts Officers as per procedure already prescribed.
  10. CFs and DFO are requested to conduct training programmes to all VSS Chairpersons and members of Managing committees, CEWs and all the staff associated with VSS works on the above procedure. They should evolve a suitable time table for all activities detailed above and closely monitor the same.
  11. Receipt of these instructions shall be acknowledged by return post.

 

Sd/- S.K.Das.,

Prl. Chief Conservator of Forests

To,

All the Conservators of Forests

Copy to all Divisional Forest Officers, Sub Divisional Forest Officers, Forest Range Officers, Forest Section Officers, Forest Beat Officers

Copy to all Chairpersons and Vice Chairpersons and members of Managing Committees of VSSs. And  Community Extension Workers

//t.c.b.o//

 

Superintendent
Annual Work Plan (VA -1)

Division:                                               Range:                                      Section:

VSS:                                                                                                    Year:

Activity

Physical target

Financial target

Remarks

Training programmes conducted at VSS level

 

 

 

 

 Forest management operations

Rejuvenation of degraded teak forests

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Rejuvenation of degraded misc.  forests

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Rejuvenation of degraded bamboo forests

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Rejuvenation of degraded red sanders forests

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Plantation of NTFPs etc. On plain lands

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Plantation of NTFPs etc. along slopes

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Afforestation with medicinal plants

Advance operations

 

 

 

Creation

 

 

 

Ist year maintenance

 

 

 

2nd year maintenance

 

 

 

SMC works

 

 

 

Fire management works

 

 

 

Harvesting operations

 

 

 

Nursery works

 

 

 

Village /Tribal  development activities

Development of infrastructure

 

 

 

Income Generation Activities

 

 

 

Resettlement Action Plan

R&R Grant

 

 

 

Training activities

 

 

 

Income Generating activities

 

 

 

Administrative costs like contingencies, facilitation, meeting expenses etc.

 

 

 

 

Total

 

 

 

The above works have been incorporated after discussing in the meeting of the VSS held on ----------------.                                                                            Chairperson (signature)

                                                                                    Vice Chairperson (signature)

                                                                        Managing committee members (signature)

Forwarded after scrutiny for approval

Forest Beat Officer / Forest Section Officer (signature)

Forest Range Officer (signature)                                  Sub Divisional Forest Officer(signature)

Resolution of VSS for release of funds (Fund application) (VA-2)

Division:                                   Range:                          Section:                       

VSS:                                        Year:                            Quarter:  (indicate months included)

The managing committee of the VSS ------------ its meeting held on ----------resolved to request the DFO ------------------for release of funds as detailed below:

 

Activity

Total outlay for the year

Amount released till previous quarter

Expenditure till previous quarter

Balance available

Funds now required

Remarks

Training programmes conducted at VSS level

 

 

 

 

 

 

 

Forest management operations

Rejuvenation of degraded teak forests

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Rejuvenation of degraded misc.  forests

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Rejuvenation of degraded bamboo forests

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Rejuvenation of degraded red sanders forests

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Plantation of NTFPs etc. On plain lands

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Plantation of NTFPs etc. along slopes

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Afforestation with medicinal plants

Advance operations

 

 

 

 

 

 

Creation

 

 

 

 

 

 

Ist year maintenance

 

 

 

 

 

 

2nd year maintenance

 

 

 

 

 

 

SMC works

 

 

 

 

 

 

Fire management works

 

 

 

 

 

 

Harvesting operations

 

 

 

 

 

 

Nursery works

 

 

 

 

 

 

Village /Tribal  development activities

Development of infrastructure

 

 

 

 

 

 

Income Generation Activities

 

 

 

 

 

 

Resettlement Action Plan

R&R Grant

 

 

 

 

 

 

Training activities

 

 

 

 

 

 

Income Generating activities

 

 

 

 

 

 

Administrative costs like contingencies, facilitation, meeting expenses etc.

 

 

 

 

 

 

 

Total

 

 

 

 

 

 

 

            It is requested to release the above funds to Joint account No.--------------held in ------------(name of bank)

Chairperson (signature)

                                                                                    Vice Chairperson (signature)

                                                                        Managing committee members (signature)

Forwarded after scrutiny with recommendation to release

Forest Beat Officer / Forest Section Officer (signature)

Forest Range Officer (signature)

Sub Divisional Forest Officer (signature)

 

 

Watch register for recommending advances to VSS (VA -2A)

 

Division:                                               Range:                                      Section:

 

Name of VSS

SO No.

Item of work

Total amount sanctioned

Unspent amount by end of previous month

Amount now requested

Amount recommended for release

1

2

3

4

5

6

7

 


Register Of Meeting And Resolutions:(V.A.3)

 

 

 

 

Name of the V.S.S.                              Beat                                         Section:

Range:                                                  Division;

 

Sl.No.

General Body meeting/Managing

Committee Meeting & Date of Meeting.

Names of

Members

Who attended the meeting

Signature/

Left Hand

Thumb

Impression

Details of resolution

Passed.

Action taken

(If action is taken, it shall be informed in next meeting and entered)

1

2

3

4

5

6

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Form for release of funds (VR -4)

 

Rc.No.-------------Dt----------                                   Office of the Divisional Forest Officer -------

 

Present: Sri -----------------

 

Sub: APCFM Project – Execution of works during – 20 -- - -- - release of funds – regarding.

 

Ref: 1. Resolution dated ---------from-------------VSS OF -----------Section ----------Range-----------Division (insert as many references as no. resolutions)

        2. Letter dt. ------------from -------------FRO ----------------- (insert as many references as no. resolutions)

 

            In the reference 1st cited, resolutions have been received from VSSs for release of funds for execution of works that are covered by sanction. The same have been recommended by FRO---------in the reference 2nd cited. Upon due scrutiny of these resolutions and in view of the recommendations as detailed above following funds are hereby ordered to be released to the joint accounts of the VSSs as detailed below as advances for execution of works for which funds have been sought:

 

Sl. No.

Range

Name of VSS

Account No. and Name of Bank

SO No. and date

Total amount sanctioned

Items of works for which funds are now released

Amount of fund released

1

2

3

4

5

6

7

8

 

The above releases are for the --------quarter covering months (-------------------).

 

The above funds are to be utilized for the works sanctioned in the respective SOs as detailed above and there shall be no deviation to this.

 

These funds shall be treated as advance and the same shall be recovered by way of work done in the manner prescribed in G.O.Ms. No. 2 EFS&T (For III) Dept. Dt. 7.1.2004

 

 

                                                                                    Divisional Forest Officer

 

To,

The Chairperson  ------------------VSS, ---------Section -----------Range along with Cheque /DD No.-------------Dt. ---------------drawn on -----------, -----------

Copy to Sub DFO -----------/FRO -----------/ FSO ------------- FBO ------------

Copy to Accounts Superintendent -----------Copy to ----------section


Division Level Ledger For Receipt And Payment of VSS (V.A. - 5)

 

                                                                                                                        Page :

VSS:                                                                            Joint Account No.

V.S.S.Code:                                                                 Name of Bank :                

 

Section:                                    Range:                                      Division.

 

Year:                                                   

Details of Receipts.

Details of Expenditure

1

2

3

4

5

6

7

8

9

10

Date

Proc.No.of Divisional Forest Officer.

Date

Details of amount sanctioned

(Rs.)

Cheque/

D.D.No.

& Date

Date

Vr.No.

Mode of payment Cash/Cheque

No..

Details of amount paid.

Page No.of VSS.Cash

Book.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Total receipts by end of Month:….Rs..                                                                         

Total expenditure by end of Month:….Rs.

 

Balance at the end of Month:  ……..  Rs.

                                                                                                                                               

 

                                                                                    Divisional Forest Officer.         

 

Watch register for receipt and passing of vouchers / bills (VA 5 A)

(to be maintained by FBO, FSO, FRO)

 

Division:                                             Range:                                    Section:

 

 

Month

SO No.

Item of work

Unspent amount by end of previous month

Amount recovered through vouchers

Balance to be recovered

 

 

 

 

Vr. No.

Amount

 

1

2

3

4

5

6

7

 


Voucher / Bill format   VA 6

 

Voucher / Bill No. -----------                                                               Date ------------

Division: --------          Range: ------- Section: ------------   VSS: --------------                   

Scheme: --------------             Head of Account: ----------------- (to be filled by FSO/FRO)

S. O. No.: --------       Date: ----------                        MOU No.:-----                        Date: --------

Nature /Item of Work: -----------------------------------------------------------------------------

Period of execution: ---------------------------

Quantity of work: ----------Unit: ------ (give measurement as applicable)      Unit Rate: ----

Measured by: --------------Date of measurement: ------           M. Book Page No.: ------

Check measured by: ---------------                              Date of check measurement: ----------

Amount: ------------- (In words as well as in figures)

Name/s of payees: refer page no. of Muster register   (Book No.                   Page No.       )

 

                                                                                                Paid by me

 

Chairperson

Witnesses:

1.

2.

 

----------------------------------------------------------------------------------------------------------------

To be filled up by FSO / FRO

 

 

Passed for Rs. ------------------ (Rupees ----------------------------------in words)

 

 

 

Date:                                                                Forest Section Officer/ Forest Range Officer

                                                                        ----------------Section/Range 

 

 

Hand Receipt (VA - 6A)

 

Paid by cash                                                     Voucher No.

Paid by me                                                       Dated: 

Paid by cheque

 

Paid by cheque

 

Received from………………………………………………………………….

 

the sum of Rs(………………)in words ………………………………………………..

 

Name of work/.purpose for which payment is made…………………………

 

Date:…………..

Witnesses:                                                        Signature of payee.

 

VSS Cash Book (VA – 7)

(Receipts and Payments Register)

 

VSS:                                                    VSS Code:                               Section:

 

Range:                                                                                      Division:

 

Year:                                                                                        Month:

 

Date

Receipts

Payments

 

Amount

Cheque /DD No. and Date

From whom

Purpose

Resolution No. and date

Amount

To whom paid

Vr. No.

Purpose of payment

1

2

3

4

5

6

7

8

9

10

 

Chairperson (signature)                                               Vice Chairperson (signature)