Government of Karnataka Department of Treasuries Version 1.0 1 General FAQs on Bill Preparation & Submission 1. Mention the types of Bills? Direct Bill, Draft Bill and Offline Bill 2. What are the different roles for Bill Preparation? Case worker, Superintendent and DDO 3. Who can submit a physical copy of the bill from the DDO's office to the Treasury? Only DDO messenger can submit 4. What is the process of bill submission? Bill Preparation and Submission/Resubmission process involves creation, verification, submission and re-submission of bills in the DDO office. Bills are generated on K II through a self validation process. After verification of the bills prepared, DDO will sign the bills. The bills will be submitted either to the Countersigning Officer for counter signing or to the Treasury if counter signing is not required. Countersigned bills will be submitted to Treasury through the DDO. 5. Will the same bill formats continue? Bill formats are customized to the Bill-Claim types. The bill formats are dynamic and will contain all details specific to the bill-claim type. The attributes specific to the bill-claim type are captured in the bill template. The bill-claim specific attributes are earnings and deductions, certificates, supporting documents, etc. 6. How bills of different sectors be distinguished? Sector identification logos to distinguish bills of different sectors (State, Z.P and T.P) will be employed to distinguish bills of different sectors. ‘S’ denotes State Sector bills, ‘Z’ denotes Zilla Panchayat bills and ‘T’ denotes Taluk Panchayat Sector bills. 7. Will colored bills be used in K II? Colored bills will not be used. Bills of different sectors are identified through logos, ‘S’ denotes State Sector bills, ‘Z’ denotes Zilla Panchayat bills and ‘T’ denotes Taluk Panchayat Sector bills. 8. Do I need to use printed bill formats? Pre-printed bill formats are not used in K II
Government of Karnataka Department of Treasuries Version 1.0 2 9. How are the bills generated on K II different from manually prepared bills? The features of bills generated in K II are: a. The bill generation is subject to a validation process by prior mapping of claims to the supporting documents required, the certificates to be recorded, the earnings and deductions as mapped to the claim. b. Bills can be generated subject to sufficient budget availability. Bills cannot be prepared if sufficient budget is not available. c. Bills requiring countersignature will be sent online for countersignature to the CSO. d. Sanction order required for the bills are generated on K II subject to General delegation of financial powers. Sanction orders can be mapped to the bills online or appended manually. e. The recipients of the claim are mapped to the bill from the Recipient master in K II f. Challans relevant to the bills are also generated on K II and mapped to the bill g. The challans/schedules appended to the bill bear the token number and the schedule/challan number. 10. Should DDO’s have to physically sign on the bills? DDOs are expected to sign the bills manually and also affix their DSC 11. Should DDO’s have to physically sign on the bill besides using DSC? Yes. The bills are signed both manually and using DSC 12. Do I use the same DDO Code for all the three sectors? The same DDO code is used for all the sectors the DDO operates on. 13. Can all the modes of payment be opted in a bill? A bill can have only one mode of payment. It cannot be a combination of cheque and e-payment 14. Will the system of paper tokens continue? Paper Tokens will be used for a limited period where the DDOs require time to switch over to online system.
Government of Karnataka Department of Treasuries Version 1.0 3 15. What is the system for tokens in K II? Token number is assigned to bill upon online submission. Token number is a running series and is unique for the state. An acknowledgement is issued to the messenger upon bill inward and will contain token number and DDO details 16. Will a bill number be generated in the system? A bill number unique to the DDO is generated by the system. DDO can generate reports for the bills generated by him 17. When do I print the bill? Once the Bill is approved by DDO, Caseworker can take a print of the bill with all supporting documents after the assignment of token number. All the documents printed will bear the token number of the bill. 18. Can I generate bills without allotment? Bills can be generated by the Caseworker without sufficient budget allotment and saved as draft. But bills cannot be submitted to treasury. 19. Can I generate and save draft bills? Bills can be generated and saved as drafts by Caseworker. The drafts are saved against the Bill number and can be processed subsequently for submission to treasury. 20. Can I reject bills? DDO can request for rejection of bills. The reasons for rejection can be incorrect claim, wrong claim, wrong calculation or incorrect admissibility of the claim 21. Can I resubmit objected bills? In case of any objection of the bill by the Treasury, the DDO can resubmit the bill after making the necessary corrections in accordance with the objections raised against the bill. Based on the objections raised, a decision whether to create a new bill or resubmit the corrected bill will be validated by the system. The gross amount and the net amount cannot change. 22. What are the activities performed by a maker in Bill Preparation and Submission? The activities performed by the maker are: a. Create bill in Khajane-II system by keying in the bill details. b. Verifies the physical supporting documents.
Government of Karnataka Department of Treasuries Version 1.0 4 c. Print the draft bill. d. Forward the draft bill to Superintendent for verification. e. Print the bill and supporting documents after digital signing by the DDO. f. Attaches the supporting documents which are to be sent to the Treasury with the bill. g. Enters the count of number of pages for each supporting document. h. Write the document Id on the additional physical supporting document attached to the bill. i. Generate the Top sheet and Annexure for recipients. j. Send the printed physical bill and supporting documents to the DDO. 23. What are the activities performed by the Verifier in Bill Preparation and Submission? The activities performed by the checker are: a. Scrutinizes the bill with respect to physical supporting document. b. Verifies the physical supporting documents. c. Rejects the draft bill request in case of discrepancy. d. Modifies the bill data in case of correction (only if the bill has not been created from draft bill request). e. Generates the list of physical documents which will be attached with the bill. f. Prints the dummy bill. g. Forwards the bill to DDO for signing and Submission 24. What are the activities performed by the Approver (DDO) in Bill Preparation and Submission? The activities performed by the checker are: a. Verifies the bill received from Superintendent. b. Modifies the bill data in case of correction (only if the bill has not been created from the draft bill request). c. Digitally signs the bill on successful verification d. Forwards the bill to the Caseworker for printing of bill and supporting documents. e. Submits to the Countersigning officer after physically signing the bill if counter signing is required. f. Submits to the Treasury after physically signing the bill if counter signing is not required. g. Corrects the bill sent by CSO for corrections and submits back for counter signing. h. Re submits or discards the objected bill to Treasury. i. Requests cancellation of the bill. j. Acknowledges the failed ECS/NEFT/RTGS payments and takes necessary action
Government of Karnataka Department of Treasuries Version 1.0 5 25. What are the activities performed by CSO? The activities performed by the CSO are a. Countersigns the bill with DSC as per delegation of financial powers and rules. b. Returns bill to the DDO with remarks for correction. c. Requests cancellation of the bill. d. Issues Authorizations to the DDO in case of the limit exceeding DDOs financial limit 26. What is a sanction order? A Sanction Order is a communication containing Financial Sanction. The Sanction Order can be a General Order or a Special Order based on the General or Special Delegation of Financial Powers w.r.t which it is issued. This communication of a financial sanction is broadly done by way of the Government Order or Official Memorandum. 27. Why is a sanction order required? Sanction order/ office order is a pre-requisite for the creation of certain types of bill in DDO office. It has to be obtained before the creation of the bill and should be tagged to the bill during creation. 28. How can I search a sanction Order created on K II? Sanction Order can be searched by the following: a. Order Number, b. Order Date c. HoA d. Subject of the order e. Department (specific or all) f. DDO Code: System will automatically populate the orders specific to the DDO 29. How do I tag the recipients to the claim? Recipients can be searched by name. The maker can select the recipient from the list of recipients populated relevant to characters of the name entered. . Then user has to choose based on the account number. User can also search the Recipient using recipient’s bank account number.
Government of Karnataka Department of Treasuries Version 1.0 6 30. How do I tag the TTR deductions? The list of TTR/Deductions mapped to the selected bill-claim type combination will be populated in the bill screen. Along with this the user will also have an option to enter a new deduction with the Head of Account in the screen 31. How do I select a bill type? Maker should log in to the system and select the Bill sector as a first step. He has to select the bill type and the claim type combination from the list of bills and claims or the purpose mapped to the bill type –claim type to create the bill. The bill specific form with auto-populated with DDO details and earnings and deduction attributes will be displayed on the screen. 32. What are the unique IDs created for a bill after creation? In tandem with creation of the bill in Khajane-II, system will generate the following to uniquely identify the bill/schedules/documents in DDO office: i. Bill Number ii. Intermediate Schedule reference number iii. Intermediate Challan reference number iv. Temporary Document Id: For all the documents other than the schedules that are tagged to the bill, Temporary document Id is generated in the system. v. Schedule identification numbers will be generated for the deductions associated with Pay Bills. vi. Challan Reference number is generated for all deductions in DC Bill and TA Bill vii. Document Identification numbers are generated for sub vouchers and other supporting documents 33. Is Fund availability a must for bill preparation in K II? System will validate the fund availability and prompt the user in case of unavailability of funds which will lead to options as below and maker can choose any one of them: a. Maker can terminate bill creation thereby rejecting the draft bill request till the additional funds are released. b. He can inform unavailability of funds to DDO as a system notification. c. DDO can then use the Budget Control functionality to request additional funds from CO. d. Continue bill creation to save it as a draft and inform unavailability of funds to DDO as a system notification. 34. How will I tag the certificates relevant to the bill? a. The maker can search the standard list of certificates available in the system and tag the certificates.
Government of Karnataka Department of Treasuries Version 1.0 7 b. Certificates mapped to bill-claim type combination will be populated automatically by the system. c. The certificates are part of the bill and should be printed along with the bill and not be considered as separate document. 35. How do I determine that the bill requires countersignature? System will check whether the bill needs counter signature as per the claim typebill type mapping preconfigured in the system. If countersigning is required, the online bill will be forwarded to the CSO and it will be available in the CSO’s work list. However, the physical bills along with the supporting documents will be sent to the DDO for physical signing. 36. What is the role of CSO? The CSO will view the bill details as forwarded by the DDO. Countersigning authorities cannot edit the bill details submitted by the DDO. CSO can suggest the changes (if any) to be carried out in the bill by providing the remarks in the system and should not countersign the bill. If CSO doesn’t sign the bill and returns it to the DDO, either DDO can change the bill details, resubmit it or discard the bill. Countersigning officer will digitally sign the bill and the countersigned bills will be sent back to DDO, who in turn submits the bill to the Treasury. CSO should also physically sign the bill and the supporting documents of the bill. CSO should cancel the sub vouchers to prevent duplicate claims. 37. Should I send the physical bill also to the Countersigning Officer? The physical bill is also sent to the countersigning officer for physical signature and cancellation of sub vouchers. 38. What are the checks to be employed before submitting the bill to the treasury? a. Physical bill should be submitted to treasury within three working days of online bill submission. b. DDO should take a count of the total number of pages of the supporting documents attached to the physical bill signed/countersigned. The count should match the count at the caseworker level. c. If the count of any supporting document as entered by the Caseworker is incorrect, the DDO should enter the correct count. d. If any document is missing, the DDO should print the missing document and attach it to the bill e. Physical bill, Schedules and Challans will have barcode printed on them for unique identification 39. What happens if the physical bill is not submitted within three days of online bill submission?
Government of Karnataka Department of Treasuries Version 1.0 8 If the physical bill is not presented to the Treasury within specified time limit, the system will soft delete the bill form. A soft deleted (made inactive) bill is available only for reporting. Intimation to registered e-mail and mobile number will be sent to the DDO 24 hours prior to the deadline of submission. In case of above mentioned scenario of soft delete provisional blocking of expenditure is reversed and DDO can create the bill again and submit to the Treasury. 40. Will the DDO be alerted for submission of physical copy of the online bill submitted? System will prompt the DDO Twenty Four hours prior to the expiry of the time limit set (excluding the day of online bill submission) if the physical bill has not been received in the front office of the Treasury. Holidays as marked in the Holiday master will be excluded during calculation of time limit for the submission of the physical bills. 41. What is the Top Sheet? The top sheet will be generated by the caseworker to be sent to the Treasury. The top sheet will contain the list of physical documents attached to the bill. The top sheet will be created by the caseworker ideally during submission to DDO for physical signature of the bill and supporting documents. 42. What is an Annexure? Annexure is a list of beneficiaries (with Recipient ID) for the claim and will bear the amounts payable for each beneficiary from the claim amount. The Annexure is signed by the DDO and is one of the supporting documents to the bill. 43. Can I modify the details of Annexure after submitting the bills to treasury? If the payment on the bill is not already authorized, DDO can request for rejection of bill and resubmit with a modified Annexure. 44. How do I track my bill before submission to treasury? The Bill can be tracked through the Bill Request ID before submission to treasury. 45. How do I track my bill after submission to treasury? The Bill can be tracked through the Token Number after submission to treasury. 46. What are the documents to be submitted for a DC Bill? The following documents should be submitted by the DDO: a. Sanction/Office order (Sanction/Office order will be issued by the DDO, Controlling officer, subject to delegation of financial powers. b. Original copy of Sub-vouchers as a proof of the expenditure (E.g. Electricity bill, water bill, any purchase bills etc).
Government of Karnataka Department of Treasuries Version 1.0 9 c. Manual Of Contingent Expenditure Form MCE –7 (Stock certificate in cases of supply and stocks. 47. How is the TA advance settled in K II? K II System will check if the employee has any unsettled advance based on the KGID number of the employee. System will populate the advances pending along with the Token Numbers and date of the bill in which the advances were drawn. User has to select the bills for which the settlement of advances has to be done. Based on the selected Token numbers, the total advance amount drawn will be reduced from the total amount to be payable. If the total amount to be payable exceeds the advance amount drawn then the difference amount will be the net payable amount to the employee. If the advance amount drawn exceeds the total amount to be payable then the employee has to repay the amount and produce the challan. 48. How are the TA rates regulated in K II? HRMS will provide the Employee related details required for the generation of TA bill in Khajane-II. The details are name, designation, place of working and the pay of the employee. This will be pull based integration from the Bill Preparation and Submission module to the HRMS module. The TA/DA rates applicable for the pay of the employee will be regulated by K II based on the journey details. 49. What are the checks to be exercised in preparation of NDC Bill? The checks to be exercised in preparation of NDC Bill are: a. NDC bill has to be tagged to AC bill. b. An AC bill can have only one NDC Bill. While NDC bill preparation c. AC bill voucher number should be provided by the user. d. System validates the AC bill voucher number e. User can prepare bill if voucher number is valid and no other NDC bills has been submitted against it. f. AC bill HOA and NDC bill HOA has to be the same. g. No printing / processing of the NDC bill should be possible if the total amount of NDC bill greater than or equal to AC bill Amount. h. No recipient/ Bill amount to be paid – Generate Nil / square Off bill 50. Who can request for cancellation of bill? The competent authorities who can request the cancellation of bills are a. DDO who has submitted the bill. b. CSO of the DDO. c. HoD of the Department d. Admin Dept. of the DDO
Government of Karnataka Department of Treasuries Version 1.0 10 51. For what reasons can bill cancellation request be made? Bill cancellation requests can be made for the following reasons: i. Wrong drawl ii. Excess/short drawl iii. Drawl of non-eligible claims iv. Advance Credit of increments before issuance of AG pay slip v. Fraudulent Bills vi. Wrong Recipient entered vii. Other reasons specified by the DDO 52. When can the bill cancellation request be made? Bill cancellation request can be made before the payment authorization on the bill. 53. Who are the stakeholders for Bill Preparation and Submission module? The stakeholders are State Government Departments, RBI, AG Office, Agency Banks, Post offices, Banks, Bank Branches, CPSMS, HRMS, and DSSP. 54. What is integration with stakeholders in K II? Integration is the process which facilitates exchange of event-based information direct system-to-system and enable real-time exchange, transfer and reference ability of information across various government departments’ systems. 55. Which are the other modules Bill preparation and Submission integrates with? The Bill Preparation and Submission Module will interact with Budget Control, New Pension Scheme, HBA, Deposit, Assets and Liabilities Module, Social Security Pensions, Pension, Works Module, Receipts, BMS, Bill Processing, Accounts Compilation and Reconciliation and PRI modules internally for preparation and submission of bills. 56. How can a DDO request for additional funds? DDO can request Controlling Officer for additional funds when fund is not available through a link provided on bill screen, which integrates with Budget Control module to request for additional funds. 57. Which are the bills created on HRMS? Bill Preparation and Submission module will have integration with the HRMS module for generating bill for below purposes. Employee Salary and related claims that are raised in HRMS are processed in DDO office before submission to the Treasury. Salary bill draft request for creation of and also supporting schedules to
Government of Karnataka Department of Treasuries Version 1.0 11 that claim will be generated in HRMS. Validations for employee related claims will be done in HRMS before submission of draft bill request at Khajane Gazetted/Non-Gazetted Establishment Pay Bill All salary related claims and arrears- DA Arrears, Increment arrears, pay fixation arrears, surrender leave salary, etc Advances- HBA, MCA, CA, Solar appliances, etc GIA Pay Bill 58. What is provisional blocking of budget? The budget to the extent of amount in the bill generated by the DDO will be provisionally reduced after DDO signs the bill. It is finally reduced after the payment is authorized on the bill. The balance will be reverted when the bill is objected or rejected. 59. When are bills put on hold? Bills submitted to the Treasury are put on hold during bill processing for the following reasons: a. Claims requiring FD clearance for Ways and Means b. Missing document c. Incorrect recipient IDs d. Insufficient funds e. Authorization yet to be received 60. How do I submit wanting documents for bills put on hold? The wanting documents can be submitted at the Front office. 61. How do I request for a bill to be processed in express queue? DDO can raise a request for bill to be processed in express queue in the bill screen. 62. Will the DDO be alerted about a failed e-payment? DDO will be notified about the failed e-payment and the reason for return. DDO is expected to rectify the error accordingly in the recipient master. DDO will be alerted if when the next claim is raised to rectify the details if not rectified earlier. The bill may also be objected if there are un-rectified recipient details.
Government of Karnataka Department of Treasuries Version 1.0 12 63. How do I claim the e-returns? DDO will be alerted about the e-return and also notified the challan details for having credited the amount to 8658, Suspense account. Bill Preparation and Submission module facilitates generation of claim for ereturns. 64. What are the deliverables for the bill presented to treasury? The bill deliverables are cheque, e-payments, challans of DC bills, objected bills and Nil bill report for 100% TTR bills. 65. What are supporting documents? Supporting document includes schedules, invoices, sub vouchers, sanction orders, authorizations, non-payment certificate (for lapsed deposit transaction), Government orders and any other physical certificates attached with the bill. 66. Will there be only e-payments? e-Payment is the default payment mode in K II. A DDO requesting for cheque will have to cite reasons for the same 67. How to check the status of a Bill? Action to be taken by User: After login to Khajane II application, please press “F9” button on the Keyboard. Enter Token Number or Bill Number in the box Click on “OK” button and the system will show the status of the Bill. 68. Why KGID number column shows Adhaar Number in income tax deduction challan? Resolution: Khajane II fetches the employee details including KGID number and Adhaar number from HRMS application. The data entered in HRMS system need to be corrected. Action to be taken by User: Please login to HRMS application and update the correct data.
Government of Karnataka Department of Treasuries Version 1.0 13 Revert the Pay bill from HRMS and re-process the bill in Khajane II. 69. Why Salary Bill has not been sent to KII? If the status of HR pay bill is Not Drafted in KII Root Cause: 1. Error : EI >> Pay Bill >> Provided recipient does not exist in Khajane-II or is not mapped to given DDO for KGID No :’xxxx’ (Salary Bill) In this case, mentioned recipient having kgid is not created or not mapped to the DDO who is creating the bill. 2. Error: EI >> Pay Bill >> Provided Expenditure Hoa details does not exist in Khajane-II. (Salary Bill) 3. Intimation details prepared : EI >> Pay Bill >> Object Head - Expenditure HoA - Bill Claim mapping does not exist for Earning with Earning Type Code 'XXX'. [UIR No : EA_HRM-BPS005-18012016-000007] (Salary Bill). In this case mentioned earning code/deduction ‘XXX’ will not be mapped to the DDO. Action to be taken by User: Send an email with the details of the Issue with K2 Helpdesk with the error screenshot with Token Number and HRMS bill Number. 70. Why ANNEXURE A/BILL has printing issues? Resolution: 1. If bill has 2 recipients, but annexure A is showing only one recipient name. This might happen when during bill creation both recipients were active and while printing annexure, one of the recipient is actually inactive 2. While printing bill details, blank page is displayed. This issue generally happens when TAN number is not correct for that particular DDO. Please update the correct TAN number in Khajane II. 71. Why NPS gross amount is wrongly showing in Khajane II Draft Bill? Root Cause: The NPS Gross Amount is wrongly displayed in Khajane II if the wrong or duplicate “Currency of Establishment (COE)” is setup in HRMS system. Since Khajane II receives data from HRMS, the Khajane II also shows wrong amount. Resolution: The Duplicated COE need to be deleted in HRMS system then the Bill need to be reverted back to Khajane II for the correct details to display in Khajane II application. Action to be taken by User:
Government of Karnataka Department of Treasuries Version 1.0 14 Please correct the COE details in HRMS system or contact HRMS team to get this data corrected. 72. When will a Bill expire in Khajane II? In Khajane II, a Bill has a 7 days period of validity. DDO office have to send the physical copy of the bills to Treasury Office within 7 days or else the Bill will get expired and TO will reject the bill in Khajane II. 73. What will happen to an Expired Bill in Khajane II? If a bill has expired in Khajane II, at FOA level this bill is not allowed to Inward the bill. System will show an message saying the Bill has expired since the Physical copy of the bills are not submitted to Treasury within 7 days. FAQs on providing bill details during Claim Preparation under DC Bills 1. What is the difference between online sanction order and offline sanction order? Sanction orders created on K II and available online are called online sanction orders. Offline sanction orders are manual sanction orders. Claims on DC bills are supported by sanction orders and is a mandatory document. 2. What is Sector? Sector is the classification of expenditure as under State Sector, Zilla Panchayat and Taluk Panchayat Sector. During preparation of bill the sector has to be selected from the list of State/ZP/TP. 3. What are the bill types? There are 11 bill types in K II. They are: CTS 1 Pay Bill CTS 2 TA Bill CTS 5 DC Bill CTS 6 AC Bill CTS 7 GPF Bill CTS 8 Payees Receipt CTS 9 Miscellaneous Bill CTS 12 NDC CTS 13 Grant-in Aid 4. What are the claim types? Claim types are specific purposes of expenditure drawn on specific bill types. There are 147 claim types for 11 bill types. Depending on the claim for which bill
Government of Karnataka Department of Treasuries Version 1.0 15 is being prepared, mapping has to be done. Example : xxxx Chose xxx for making payment to xxx. For details click here _______________________ 5. How are the bill details captured? Bill details are captured under four tabs – General details, DC Bill details, Recipient, Deductions, and Summary details and Certificate details. 6. What are the details provided under ‘General details’? The following details are captured under the General details: a. DDO Code and designation b. Bill Claim type c. Sanction order details d. Expenditure Head of account details e. Budget details. 7. What are the details provided under ‘DC Bill’? The details provided under DC Bill details are a. Sub Voucher details b. Description of expenditure c. Recipient details 8. What are the details provided under ‘Recipient, Deductions, and Summary details’? The details provided under Recipient Deductions, and Summary details are a. Mode of payment b. TTR deductions c. Gross amount and net amount payable 9. What are the details provided under Certificate details? The certificates specified in the Financial Codes for the particular claim type is tagged to the bill during bill preparation. 10. What are Treasury Transfer Receipts deductions? TTR deductions are mandatory deductions made in the bills. Each bill claim type is mapped to the deductions to the made. TTR deductions are adjusted by transfer to the respective heads of account. Each deduction is supported by a challan and is generated in the system during bill preparation. 11. Should I calculate the amount of deduction to be made? The standard rates for deduction of Income Tax at source is prescribed by Income Tax Act for different purposes. Eg., Rent, Contractors, Services rendered, etc.
Government of Karnataka Department of Treasuries Version 1.0 16 The rates applicable for each of these purposes is maintained in the K II application. When the User selects a purpose of deduction the system will pick the rate and the corresponding amount will be deducted. If the User wants to specify the amount of Income tax deduction instead of selecting purpose he can choose the option ‘OTHERS’ at the bottom of the purposes list. He can enter the amount to be deducted in the bill. 12. How do I enter the amount of deduction without selecting the tax rate? After selecting the purpose of deduction (Income Tax, Royalty, Sales Tax, etc) the corresponding Head of account is populated in the system. User has to select ‘OTHERS’ under Tax deduction. The amount to be deducted can be entered. 13. What detail should be provided in ‘Description? A brief description of the claim should be provided. 14. When is the NIL BILL option selected? NIL BILL option is selected when the entire claim amount is adjusted by transfer to a receipt head of account. In such cases there is no payment involved. Eg. Vehicle Insurance Bill. The Vehicle Insurance bill is a claim prepared on a DC bill. The entire claim amount is adjusted by transfer to the KGID head of account 8011-00-101-2-00. A challan is generated during the creation of the bill for the entire bill amount and the head of account to which it is to be adjusted. Eg. Xxxxxxxxx 15. When do I select ‘populate last bill details? Claims of electricity, rent, telephone charges, etc which are regularly paid every month to the same recipient can be populated using this option. The user can modify the sub voucher details and the amount and prepare the bill with least effort. This option can be used for any other bill claim type. 16. How do I add more sub vouchers to the bill? Sub Vouchers upto 100 can be included in one bill. Eg. Petrol bills of Police. User can use the option of ‘Add another voucher’ to add more sub vouchers. 17. How do I add more recipients to the bill? User can add more recipients under the option ‘Add another recipient’. 18. What do the Expenditure HOA details indicate? Expenditure HOA details provide a breakup of the budget under the selected Budget line. The details displayed are:
Government of Karnataka Department of Treasuries Version 1.0 17 1. Allotment - Total allotment received for the budget line as on date 2. Amount of bills on hand - Total amount of the Bills prepared on K II but not yet submitted to treasury 3. Expenditure (Bills submitted to treasury) - Total amount of the bills submitted to treasury for payment. 4. Balance available - The balance available after preparing bills on K II 19. Can I prepare a bill without sufficient budget? Bills can be prepared even without sufficient budget allocation. They can be saved as draft bills but cannot be submitted to treasury, without the budget allocation. 20. What do the recipient name/ID indicate in TTR deductions tab? While adding the deductions the system will prompt the User to indicate for which of the recipients is the tax deduction being made. Upon entering the recipient ID/name the challan for that deduction will bear the name of the recipient. This indicates that the Tax deduction is made against the particular recipient ID. 21. How do I calculate income tax with a sub voucher having service tax? The income tax should be calculated excluding the service tax amount. So first calculate the income tax payable and then the amount should be entered using the option OTHERS under tax deduction. 22. What is the ADD button for? Add button I used to add the details of the recipient, sanction order, sub voucher number, challan number, etc to the bill being created. 1. Bills for Rent, Rates and Taxes 23. Who will be the recipient for rent? The building owner will be the recipient for payment of rent. Since the building is hired on a contract the recipient type will be a Contractor and the Recipient category ID is 30. This means that the owner of the building as a Contractor selecting the category 30. 24. Should the recipient be registered? The recipient should be registered before the preparation of the claim. Without the registration of recipient, no bill claim can be prepared. 25. What are the claims mapped to the object code 071? The claims mapped to object code are rent, rates, taxes, water and electricity.
Government of Karnataka Department of Treasuries Version 1.0 18 26. What is the description of object head 071? The description of object head 071 is ‘Building expenses’ 27. Which bill claim should I use to prepare rent rates and taxes? The claim ‘rent, rates and taxes’ under DC bill should be used to prepare claims under object code 071 28. Which bill claim should I use to prepare electricity and water charges? The claim ‘rent, rates and taxes’ under DC bill should be used to prepare claims of electricity and water charges. 29. Who are the recipients for claims on rent, rates, taxes, water and electricity? The recipients for this claim are: Claim Recipient Recipient Type Rent The owner of the building who has lent the building on a contract. Contractor - 30 Rates and Taxes The government body/municipal authorities to which the taxes are paid State Government – 01 Central Government-00 Water Authorities like BWSSB etc Autonomous body - 10 Electricity ESCOMs, Sub Division offices of ESCOMS Autonomous body - 10 30. What are the mandatory deductions to be made in the claim for rent? Income tax is the mandatory deduction to be made on claims of rent when the total rent exceeds Rs.1,80,000/year. The rate of deduction is 10% vide Section 194I of the IT Act. 31. How do I prepare the bill when no income tax has to be deducted? The deductions to be made in a bill are entered in TTR/Deduction details tab in the screen Recipient, Deduction, Amount Summary details. There is a ‘+’ sign and a ‘-‘sign on the task bar of TTR/Deduction details. Upon clicking on the ‘+’ sign, the different purpose of tax deductions that can be made will open. User can click on the ‘+’ sign if he has to add any deductions. If there are no deductions in the bill User need not click on ‘+’ sign. In the checklist validation for the claim seeking confirmation for deduction of Income Tax, User can select the option ‘NA’ – not applicable.
Government of Karnataka Department of Treasuries Version 1.0 19 32. Should I prepare a challan for the TTR/deduction made in the bill? Challan need not be prepared for the TTR/deduction made in the bill. System will automatically generate the challan after the details of the TTR/deduction are entered during the preparation of bill. The challan can be printed and attached to the bill. 33. Do bills with this claim type require countersignature? Bills with the claim type rent, rates, taxes, water and electricity do not require countersignature. Bills for Motor Spirit/Petrol and Oil 34. Is countersignature required for claims of Motor spirit, petrol and oil? Countersignature is required for claims of Motor spirit, petrol and oil by the Countersigning authority. 35. How many sub vouchers can be added to the bill? A maximum of 100 sub vouchers can be added to any bill. 36. The recipient is already mapped to another DDO? Should I register him again? Khajane 2 generates a unique recipient ID for each recipient at the time of registration. There is no need to register anybody once he is registered on the Khajane 2 system. The recipient can be mapped to multiple DDOs under the option – mapping an existing recipient in recipient registration. 37. How do I know that the recipient is already registered? A registered recipient will have his Recipient ID. When the DDO tries to register the already registered recipient system will alert the creator that the recipient is already registered with his recipient ID. You can also check whether a person is already registered by following this procedure: Navigate in the path: Registration- Recipient Master – Create Recipient Master Select the option ‘new recipient’ in Recipient registration screen Select the recipient type
Government of Karnataka Department of Treasuries Version 1.0 20 Enter the details of the recipient and the bank account number in the ‘Recipient Bank Details’ tab. If the bank account number already exists in the system will raise an alert that a recipient with the same account number already exists. Upon clicking OK system will display the recipient ID already registered with the account number. Bills for Labour engaged 38. Does the claim for Labour engaged require countersignature? This claim does not require countersignature. Claims of unskilled labor like sweepers, cleaners etc engaged for office work are paid through this claim. 39. Should the payment be made to the Labour engaged or the DDO? The payment should be made to the Labour engaged who is registered as a recipient, directly through e payment. The payment cannot be made to the DDO. 40. What is the sub voucher for this claim? The receipt by the Labour for acknowledgement of the money is the sub voucher. Wages 41. What is the difference between labour and wages? Wages are paid to coolies engaged on manual labour departmentally by the DDOs. A nominal muster roll is maintained for payment. Eg. Nursery work, coolies engaged in horticulture, agriculture farms, coolies engaged in PWD, Irrigation, Forest Works DDOs engage labour departmentally. Muster rolls are maintained in accordance with rules of labourers who were actually employed on the work. They are paid at daily or monthly rates. Eg. Labour engaged in 42. Does the claim for wages require countersignature? The claim has to be countersigned by the countersigning authority.
Government of Karnataka Department of Treasuries Version 1.0 21 Electricity and Water Bills 43. How do I make electricity bills payment? DDO has to register the AEE/EE of the Sub Division as a recipient under the recipient type 10- Autonomous bodies. For this you have to obtain the details of the bank account to which the money has to be paid. The details for recipient registration are collected from the ESCOM unit in e-Mandate form. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. When a claim is prepared for Electricity the AEE/EE of the Sub Division is automatically populated as the recipient. The payment is made to the service provider. A report can also be sent to the service provider every month under Bill Preparation and Submission>Reports>Service Provider Report. We are in the process of developing a centralized account for all payments to ESCOM accounts. Presently this is being tested with BESCOM. Please keep looking at this space for further updates. 44. Who should be registered as a recipient for payment of electricity bills? DDO has to register the AEE/EE of the ESCOM Sub Division in which he is a subscriber, as a recipient under the recipient type 10- Autonomous bodies. 45. Should I register the recipient as a service provider? Payments are made on a regular monthly basis to certain institutions like BSNL, KEB, BESCOM, Water supply Boards, etc. They are called service providers. Recipients for such service providers are registered by the DDO. The recipient ID and the account number of the service provider are mapped to the DDO in the Service Provider Master. This mapping is done by the DDO himself in the path Bill Preparation and Submission – Admin – Service Provider Master. During bill creation for payment to service providers the Recipients registered as Service providers are auto populated. The creator need not search for the recipient and tag it to the bill. DDO can also generate a monthly report for the service provider with details of payment – amount, date of payment and UTR number. 46. Who do I register for electricity payments?
Government of Karnataka Department of Treasuries Version 1.0 22 The local sub division of the ESCOM may be registered as a recipient. 47. How do I register the recipient as a service provider? After registration of the recipient (under the category – 10, Autonomous bodies for ESCOM, Water supply board), the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. 48. How do I claim reimbursement for electricity amounts paid by me? While mapping the recipient to the bill, the recipient ID of the employee is selected instead of the ESCOM Office. The sub voucher should be certified as paid by the respective employee. 49. How do I register BWSSB as a recipient? (This is for bills which are issued by BWSSB) The following steps should be followed: a. The recipient, BWSSB is registered under recipient type 10 Autonomous bodies. b. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. c. In the account number details in the same screen the account number on the bill should be entered with the prefix BWSK2. Eg. If the RR Number is AEE123, it should be entered as BWSK2AEE123. d. In the connection number of the same screen the RR Number is entered instead of all the numbers connected. Telephone Bill 50. How do I register BSNL as a service provider? The recipient, BSNL is registered under recipient type 18 PSUs. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. In the account number details in the screen the account number on the bill should be entered with the prefix 15158. Eg. If the account number is 905867412, it should be entered as 15158905867412. 15158 is the virtual account number of BSNL with Corporation Bank, FCS Branch. Bangalore. All BSNL payments will be immediately credited against the respective account numbers.
Government of Karnataka Department of Treasuries Version 1.0 23 51. How do I register BSNL as a service provider with CUG where many telephone numbers are tagged to one telephone number? DDO offices with multiple BSNL lines will be mapped to one common account number. Individual telephone numbers will be mapped to the common account number. The total amount payable inclusive of all these telephone connections is charged against this common account number. The following steps should be followed: e. The recipient, BSNL is registered under recipient type 18 PSUs. f. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. g. In the account number details in the same screen the account number on the bill should be entered. Eg. If the account number is 905867412, it should be entered as 905867412. i. The recipient details are auto populated after entering the recipient ID. In the connection number of the same screen the individual telephone numbers mapped to the common account number should be added one after another using the option ADD. 52. How do I notify the service provider about the payments made? Service provider wise report can be generated in the path Bill Preparation and Submission>Admin>Reports>Service Provider Report with unique payment transaction Id. This report can be later sent to the service provider either by the email or physically. 53. How do I pay for Vodaphone, Airtel, Idea, etc connections? The individual vendors of Vodaphone, Airtel, Idea, etc should be registered as recipients under the Recipient type - 28 Supplier. Account details have to be taken from them and registration of recipient has to be done. 54. What are the object codes under which telephone charges are paid? The object code for telephone charges is 052. When the budget is not released under 052 the telephone charges are claimed under 051 – General Expenses. 55. Do telephone claims require countersignature? Telephone bills do not require countersignature.
Government of Karnataka Department of Treasuries Version 1.0 24 Vehicle Insurance 56. How do I pay vehicle Insurance for Government vehicles? The following steps may be followed to prepare a vehicle Insurance bill. a. Select DC Bill b. Select the claim type “Insurance of Vehicle Insurance Bill” c. Check the box next to NIL BILL in the same screen. d. In the tab ‘Deduction, Summary amount details’’ select the purpose as ‘Karnataka State Insurance Department’. The Head of account 8011-00- 105-1-01-000 will be populated. e. A challan will be generated. After the approval of the bill by the DDO the challan is printed and attached to the bill. f. The Vehicle Insurance amount will be credited to 8011-00-105-1-01-000 after the approval of the bill in the Treasury. Transport Expenses 57. What are the claims that can be prepared under Transport Expenses? The following claims can be prepared under Transport Expenses. a. Motor spirit/Petrol Expenses b. Vehicle repairs c. Purchase of new vehicles d. Vehicles on hire 58. What is the object code for claims under Transport expenses? The object code for transport expenses is 071. 59. Should bills under transport expenses be countersigned? The claims Motor spirit/Petrol Expenses, Vehicle repairs and Purchase of new vehicles require countersignature from competent authority. (For details as to who is the competent authority – please see the section on countersignature) 60. Who is the recipient for claims on transport expenses? The recipient will be the supplier/vendor for petrol, motor spirt and new vehicles. The service station will be the recipient for vehicle repairs. The DDO will collect the bank details of the vendor in e-Mandate form. He will register him under the recipient type Supplier – 29. If the vendor is already is a registered recipient DDO should map the recipient ID under existing recipient.
Government of Karnataka Department of Treasuries Version 1.0 25 61. What is the mandatory deduction for transport expenses? The mandatory deductions for vehicle repairs and vehicles on hire is Income tax. 62. What is the claim type for payment of vehicles hired? The claim type is ‘vehicle on hire’. Service Postage Stamps 63. How do I purchase service postage stamps? Service purchase stamps claim is preferred on a DC Bill –CTS 5. The claim type is “service postage stamps”. 64. What is the object code for claims of service postage stamps? The claim for service postage stamps is made under object code 051 – General Expenses. 65. Who is the recipient for service postage stamps? The Post Office from which stamps are purchased should be registered as a recipient under recipient type 99, Central Government. 66. What is the sub voucher for service postage stamps? A statement of the stamps of different denominations signed by the DDO will be the sub voucher for stamps. FAQs for Payment to External Agencies 1. What are payments to external agencies? Deductions and recoveries are made in bills. A detailed account of such deductions and recoveries is submitted as accounts returns to the respective departments by treasuries. These deductions do not involve a payment. Eg,. GPF, Income Tax, Sales Tax, Professional Tax, GIS, Principal and interest on loans and advances etc. Such deductions are also called Accountant General Deductions. Some of these deductions pertain to external agencies such as LIC, NPS, Cooperative Societies, Funds, Contributions, etc. These deductions are settled with the external agencies through a payment. The total amount deduced in a month for the purpose is paid through e-payment.. These are payments to external agencies. 2. Which are the salary related deposit accounts? The salary related deposit accounts are for deductions of LIC, HDFC, NPS, Cooperative societies, Court attachments, Water charges, Electricity, Employees
Government of Karnataka Department of Treasuries Version 1.0 26 annual subscription fee, Arogya Bhagya, Sports Fund, Benovolent Fund of Forest and Police Department, etc 3. Who is the Administrator of the salary deductions related deposit accounts? Treasury Officer is the Administrator of the salary deductions related deposit accounts. 4. Who will register the recipients for these deposit accounts? Treasury Officer will register the recipients for these deposit accounts. The recipient details will be furnished by the DDO making the deduction in the salary bill. DDOS have to furnish the details of recipients (along with bank account number details) to treasury officer for registering the recipients for these payments. If not, the payments cannot be made. 5. How are the recipients mapped for Co-operative Societies for external agency payment? a. Each co-operative society included in the deduction for Co-operative Society should be registered as a recipient b. The recipient will be registered by the Treasury Officer as he is the Administrator of the deposit account. DDO should not register the recipient for co-operative society c. The recipient details of the co-operative society should be correctly furnished by the DDO making the deduction in Form 9, e-Mandate Form. d. Treasury Officer can map one of the recipient IDs to the Schedule Processing User. All the co-operative societies registered by the Treasury Officer will be automatically mapped to the Deposit account. 6. I am not able to make external agency payment to Co-operative Societies. The Payees receipt is generated. One/more co-operative society for which the deduction has been made might have not been registered as a recipient by the Treasury Officer. This will lead to a mismatch in the total amount payable and the list of recipients. It is important to ensure that all the recipients are registered. 7. Can I deduct for a co-operative society which has no MICR and IFSC codes? Such recoveries to bank which has no IFSC cannot be made. The employee should be advised to make arrangements for payment to co-operative society on his own.
Government of Karnataka Department of Treasuries Version 1.0 27 8. The DDO has registered the recipient for payment to external agency. How will the payment be made? DDO should not register recipients where payment to external agencies is required. They should be registered by the Treasury Officer. In this case the Treasury Officer will map the recipient under the ‘existing recipient’ option. 9. Which are the common recipients used by all districts for payment to external agencies? Certain recipients (External agencies) may be common to all the Districts (Treasuries). Eg. Salary deduction heads. These recipients are centrally registered by the PMU. The salary deduction related deposit account with common recipient that has to be mapped as an existing recipient by other DTOs are: a. Arogya Bhagya Scheme b. Employee annual subscription fee c. HDFC d. Forest Benovolent Fund e. NPS 10. Can multiple recipients be paid from one deposit account of salary deduction? Some deductions are accounted under a common deposit account. Eg. Cooperative Soceity. Such deductions can be made from multiple DDOs and need to be credited to different co-operative societies registered as recipients. There is a provision in K II to credit the amounts pertaining to different co-operative societies separately. Other examples are Benovolent Fund, Sports Fund, Court attachment, etc Some deductions made by different DDOs are credited to a single central recipient. Eg,. Employees Annual Subscription Fund, etc Some deductions for a common purpose will be accounted under different deposit accounts. Eg. Arogya Bhagya of Police and Fire Department, Benovolent Fund of Police and Forest Department, etc. The external agency payment is made to respective recipients created by the departments 11. What is the frequency of payment to external agencies? NPS is paid on a daily basis. The other salary deductions are paid to the concerned agencies at the end of the month.
Government of Karnataka Department of Treasuries Version 1.0 28 12. Can I generate Payees receipt after schedule processing? Payees receipt should be generated after aggregation of schedules. Aggregation is the process of consolidating the total deductions in the month for the purpose. The consolidation is generated by the Head Accountant and approved by the Treasury Officer. This is done by the Treasury officer. HA will generate the draft Payee’s Receipt after consolidated amount is tallied with the Cash Book. 13. Who should be the recipient for deposit account of salary deduction? The list of recipients for deposit account of salary deduction are: LIC The LIC Branch to which the Treasury renders accounts returns HDFC HDFC Bank, Bangalore NPS Axis Bank, CBB Mumbai Branch Co-operative Societies Respective Co-operative society with IFSC code Court attachments Respective Court/Beneficiary Water Charges Water supply board of the area Electricity ESCOM of the area Employee Annual Subscription fee Secretary, Central Employees Association Arogya Bhagya Secretary/President (Office bearer) of the Fund account, Bangalore Sports Fund Secretary/President (Office bearer) of the Fund account Benovolent Fund of Forest Secretary/President (Office bearer) of the Fund account Benovolent Fund of Fire Services Secretary/President (Office bearer) of the Fund account Benovolent Fund of Police Secretary/President (Office bearer) of the Fund account 14. What is the difference between Water Charges and Water charges local? Water charges is the deduction attached to Quarters and is credited to the Head 0216. The amount is adjusted by TTR to 0216. Accountant General adjusts this amount to PWD. The schedules and challans are rendered to PWD along with SOR Report at the end of the month. Water charges local pertains to the recoveries towards water supply for Police Quarters. These deductions are accounted in a deposit account. The amount in the deposit account is paid to BWSSB/Water supply board registered as a recipient.
Government of Karnataka Department of Treasuries Version 1.0 29 15. How do I confirm the correctness of amount to be paid to external agency? The amount in the consolidation sheet should be compared with the TTR amount for the month. Both should be the same. HA should ensure that both the amounts are the same by verifying the cash book and Consolidation sheet. Why is it not possible to process NPS schedules sometimes? If the payment to external agency has been made, system will not allow schedule processing for NPS unless the acknowledgement from the bank is received in the system. NPS schedule processing should be taken up after the payment acknowledgement is received from RBI. 16. How do I communicate the consolidated schedule of LIC, HDFC, etc to concerned agencies? The TTR report along with the physical schedules and challans will be submitted to the concerned agencies by the Treasury Officer. The e-copy of the report can be sent online by mapping the concerned agency. 17. How will the agency know an e-payment has been made by the treasury? DDO can generate ‘Bills approved report’ in Bill Processing module. The report will provide token wise details for e-payment ID and UTR numbers recipient wise. The same can be shared with the concerned agencies. This report can be generated at the end of the day. Treasuries should process the scrolls. If scrolls are not processed UTR numbers will not appear in the report. 18. What are the reports a Treasury Officer can generate as the Administrator of these deposit accounts? The reports a Treasury Officer can generate are: a. Cash Book b. Balance Sheet c. Plus Minus Memo 19. Should Treasury Officer reconcile the deposit balances for which he is the Administrator? Treasury Officer should generate the Cash Book of deposits for the deposit accounts for which he is the Administrator. The transactions should be verified. The provisional and final balance should be reconciled and confirmed into the application. This is a daily activity. The TTR accounted will appear on the receipts side and the payments made from the deposit account will appear on the payments side. The reconciliation should be ideally confirmed into the system on a daily basis.
Government of Karnataka Department of Treasuries Version 1.0 30 20. What should be the balance at the end of the month after closure of monthly accounts? The provisional and final balance in the deposit account should ideally be zero after payment to external agency and closure of accounts. The provisional and final balance can be verified in the path Deposits – Transactions – Account Management. He should select the deposit account number and generate the balance.
Government of Karnataka Department of Treasuries Version 1.0 2 9. How are the bills generated on K II different from manually prepared bills? The features of bills generated in K II are: a. The bill generation is subject to a validation process by prior mapping of claims to the supporting documents required, the certificates to be recorded, the earnings and deductions as mapped to the claim. b. Bills can be generated subject to sufficient budget availability. Bills cannot be prepared if sufficient budget is not available. c. Bills requiring countersignature will be sent online for countersignature to the CSO. d. Sanction order required for the bills are generated on K II subject to General delegation of financial powers. Sanction orders can be mapped to the bills online or appended manually. e. The recipients of the claim are mapped to the bill from the Recipient master in K II f. Challans relevant to the bills are also generated on K II and mapped to the bill g. The challans/schedules appended to the bill bear the token number and the schedule/challan number. 10. Should DDO’s have to physically sign on the bills? DDOs are expected to sign the bills manually and also affix their DSC 11. Should DDO’s have to physically sign on the bill besides using DSC? Yes. The bills are signed both manually and using DSC 12. Do I use the same DDO Code for all the three sectors? The same DDO code is used for all the sectors the DDO operates on. 13. Can all the modes of payment be opted in a bill? A bill can have only one mode of payment. It cannot be a combination of cheque and e-payment 14. Will the system of paper tokens continue? Paper Tokens will be used for a limited period where the DDOs require time to switch over to online system.
Government of Karnataka Department of Treasuries Version 1.0 3 15. What is the system for tokens in K II? Token number is assigned to bill upon online submission. Token number is a running series and is unique for the state. An acknowledgement is issued to the messenger upon bill inward and will contain token number and DDO details 16. Will a bill number be generated in the system? A bill number unique to the DDO is generated by the system. DDO can generate reports for the bills generated by him 17. When do I print the bill? Once the Bill is approved by DDO, Caseworker can take a print of the bill with all supporting documents after the assignment of token number. All the documents printed will bear the token number of the bill. 18. Can I generate bills without allotment? Bills can be generated by the Caseworker without sufficient budget allotment and saved as draft. But bills cannot be submitted to treasury. 19. Can I generate and save draft bills? Bills can be generated and saved as drafts by Caseworker. The drafts are saved against the Bill number and can be processed subsequently for submission to treasury. 20. Can I reject bills? DDO can request for rejection of bills. The reasons for rejection can be incorrect claim, wrong claim, wrong calculation or incorrect admissibility of the claim 21. Can I resubmit objected bills? In case of any objection of the bill by the Treasury, the DDO can resubmit the bill after making the necessary corrections in accordance with the objections raised against the bill. Based on the objections raised, a decision whether to create a new bill or resubmit the corrected bill will be validated by the system. The gross amount and the net amount cannot change. 22. What are the activities performed by a maker in Bill Preparation and Submission? The activities performed by the maker are: a. Create bill in Khajane-II system by keying in the bill details. b. Verifies the physical supporting documents.
Government of Karnataka Department of Treasuries Version 1.0 4 c. Print the draft bill. d. Forward the draft bill to Superintendent for verification. e. Print the bill and supporting documents after digital signing by the DDO. f. Attaches the supporting documents which are to be sent to the Treasury with the bill. g. Enters the count of number of pages for each supporting document. h. Write the document Id on the additional physical supporting document attached to the bill. i. Generate the Top sheet and Annexure for recipients. j. Send the printed physical bill and supporting documents to the DDO. 23. What are the activities performed by the Verifier in Bill Preparation and Submission? The activities performed by the checker are: a. Scrutinizes the bill with respect to physical supporting document. b. Verifies the physical supporting documents. c. Rejects the draft bill request in case of discrepancy. d. Modifies the bill data in case of correction (only if the bill has not been created from draft bill request). e. Generates the list of physical documents which will be attached with the bill. f. Prints the dummy bill. g. Forwards the bill to DDO for signing and Submission 24. What are the activities performed by the Approver (DDO) in Bill Preparation and Submission? The activities performed by the checker are: a. Verifies the bill received from Superintendent. b. Modifies the bill data in case of correction (only if the bill has not been created from the draft bill request). c. Digitally signs the bill on successful verification d. Forwards the bill to the Caseworker for printing of bill and supporting documents. e. Submits to the Countersigning officer after physically signing the bill if counter signing is required. f. Submits to the Treasury after physically signing the bill if counter signing is not required. g. Corrects the bill sent by CSO for corrections and submits back for counter signing. h. Re submits or discards the objected bill to Treasury. i. Requests cancellation of the bill. j. Acknowledges the failed ECS/NEFT/RTGS payments and takes necessary action
Government of Karnataka Department of Treasuries Version 1.0 5 25. What are the activities performed by CSO? The activities performed by the CSO are a. Countersigns the bill with DSC as per delegation of financial powers and rules. b. Returns bill to the DDO with remarks for correction. c. Requests cancellation of the bill. d. Issues Authorizations to the DDO in case of the limit exceeding DDOs financial limit 26. What is a sanction order? A Sanction Order is a communication containing Financial Sanction. The Sanction Order can be a General Order or a Special Order based on the General or Special Delegation of Financial Powers w.r.t which it is issued. This communication of a financial sanction is broadly done by way of the Government Order or Official Memorandum. 27. Why is a sanction order required? Sanction order/ office order is a pre-requisite for the creation of certain types of bill in DDO office. It has to be obtained before the creation of the bill and should be tagged to the bill during creation. 28. How can I search a sanction Order created on K II? Sanction Order can be searched by the following: a. Order Number, b. Order Date c. HoA d. Subject of the order e. Department (specific or all) f. DDO Code: System will automatically populate the orders specific to the DDO 29. How do I tag the recipients to the claim? Recipients can be searched by name. The maker can select the recipient from the list of recipients populated relevant to characters of the name entered. . Then user has to choose based on the account number. User can also search the Recipient using recipient’s bank account number.
Government of Karnataka Department of Treasuries Version 1.0 6 30. How do I tag the TTR deductions? The list of TTR/Deductions mapped to the selected bill-claim type combination will be populated in the bill screen. Along with this the user will also have an option to enter a new deduction with the Head of Account in the screen 31. How do I select a bill type? Maker should log in to the system and select the Bill sector as a first step. He has to select the bill type and the claim type combination from the list of bills and claims or the purpose mapped to the bill type –claim type to create the bill. The bill specific form with auto-populated with DDO details and earnings and deduction attributes will be displayed on the screen. 32. What are the unique IDs created for a bill after creation? In tandem with creation of the bill in Khajane-II, system will generate the following to uniquely identify the bill/schedules/documents in DDO office: i. Bill Number ii. Intermediate Schedule reference number iii. Intermediate Challan reference number iv. Temporary Document Id: For all the documents other than the schedules that are tagged to the bill, Temporary document Id is generated in the system. v. Schedule identification numbers will be generated for the deductions associated with Pay Bills. vi. Challan Reference number is generated for all deductions in DC Bill and TA Bill vii. Document Identification numbers are generated for sub vouchers and other supporting documents 33. Is Fund availability a must for bill preparation in K II? System will validate the fund availability and prompt the user in case of unavailability of funds which will lead to options as below and maker can choose any one of them: a. Maker can terminate bill creation thereby rejecting the draft bill request till the additional funds are released. b. He can inform unavailability of funds to DDO as a system notification. c. DDO can then use the Budget Control functionality to request additional funds from CO. d. Continue bill creation to save it as a draft and inform unavailability of funds to DDO as a system notification. 34. How will I tag the certificates relevant to the bill? a. The maker can search the standard list of certificates available in the system and tag the certificates.
Government of Karnataka Department of Treasuries Version 1.0 7 b. Certificates mapped to bill-claim type combination will be populated automatically by the system. c. The certificates are part of the bill and should be printed along with the bill and not be considered as separate document. 35. How do I determine that the bill requires countersignature? System will check whether the bill needs counter signature as per the claim typebill type mapping preconfigured in the system. If countersigning is required, the online bill will be forwarded to the CSO and it will be available in the CSO’s work list. However, the physical bills along with the supporting documents will be sent to the DDO for physical signing. 36. What is the role of CSO? The CSO will view the bill details as forwarded by the DDO. Countersigning authorities cannot edit the bill details submitted by the DDO. CSO can suggest the changes (if any) to be carried out in the bill by providing the remarks in the system and should not countersign the bill. If CSO doesn’t sign the bill and returns it to the DDO, either DDO can change the bill details, resubmit it or discard the bill. Countersigning officer will digitally sign the bill and the countersigned bills will be sent back to DDO, who in turn submits the bill to the Treasury. CSO should also physically sign the bill and the supporting documents of the bill. CSO should cancel the sub vouchers to prevent duplicate claims. 37. Should I send the physical bill also to the Countersigning Officer? The physical bill is also sent to the countersigning officer for physical signature and cancellation of sub vouchers. 38. What are the checks to be employed before submitting the bill to the treasury? a. Physical bill should be submitted to treasury within three working days of online bill submission. b. DDO should take a count of the total number of pages of the supporting documents attached to the physical bill signed/countersigned. The count should match the count at the caseworker level. c. If the count of any supporting document as entered by the Caseworker is incorrect, the DDO should enter the correct count. d. If any document is missing, the DDO should print the missing document and attach it to the bill e. Physical bill, Schedules and Challans will have barcode printed on them for unique identification 39. What happens if the physical bill is not submitted within three days of online bill submission?
Government of Karnataka Department of Treasuries Version 1.0 8 If the physical bill is not presented to the Treasury within specified time limit, the system will soft delete the bill form. A soft deleted (made inactive) bill is available only for reporting. Intimation to registered e-mail and mobile number will be sent to the DDO 24 hours prior to the deadline of submission. In case of above mentioned scenario of soft delete provisional blocking of expenditure is reversed and DDO can create the bill again and submit to the Treasury. 40. Will the DDO be alerted for submission of physical copy of the online bill submitted? System will prompt the DDO Twenty Four hours prior to the expiry of the time limit set (excluding the day of online bill submission) if the physical bill has not been received in the front office of the Treasury. Holidays as marked in the Holiday master will be excluded during calculation of time limit for the submission of the physical bills. 41. What is the Top Sheet? The top sheet will be generated by the caseworker to be sent to the Treasury. The top sheet will contain the list of physical documents attached to the bill. The top sheet will be created by the caseworker ideally during submission to DDO for physical signature of the bill and supporting documents. 42. What is an Annexure? Annexure is a list of beneficiaries (with Recipient ID) for the claim and will bear the amounts payable for each beneficiary from the claim amount. The Annexure is signed by the DDO and is one of the supporting documents to the bill. 43. Can I modify the details of Annexure after submitting the bills to treasury? If the payment on the bill is not already authorized, DDO can request for rejection of bill and resubmit with a modified Annexure. 44. How do I track my bill before submission to treasury? The Bill can be tracked through the Bill Request ID before submission to treasury. 45. How do I track my bill after submission to treasury? The Bill can be tracked through the Token Number after submission to treasury. 46. What are the documents to be submitted for a DC Bill? The following documents should be submitted by the DDO: a. Sanction/Office order (Sanction/Office order will be issued by the DDO, Controlling officer, subject to delegation of financial powers. b. Original copy of Sub-vouchers as a proof of the expenditure (E.g. Electricity bill, water bill, any purchase bills etc).
Government of Karnataka Department of Treasuries Version 1.0 9 c. Manual Of Contingent Expenditure Form MCE –7 (Stock certificate in cases of supply and stocks. 47. How is the TA advance settled in K II? K II System will check if the employee has any unsettled advance based on the KGID number of the employee. System will populate the advances pending along with the Token Numbers and date of the bill in which the advances were drawn. User has to select the bills for which the settlement of advances has to be done. Based on the selected Token numbers, the total advance amount drawn will be reduced from the total amount to be payable. If the total amount to be payable exceeds the advance amount drawn then the difference amount will be the net payable amount to the employee. If the advance amount drawn exceeds the total amount to be payable then the employee has to repay the amount and produce the challan. 48. How are the TA rates regulated in K II? HRMS will provide the Employee related details required for the generation of TA bill in Khajane-II. The details are name, designation, place of working and the pay of the employee. This will be pull based integration from the Bill Preparation and Submission module to the HRMS module. The TA/DA rates applicable for the pay of the employee will be regulated by K II based on the journey details. 49. What are the checks to be exercised in preparation of NDC Bill? The checks to be exercised in preparation of NDC Bill are: a. NDC bill has to be tagged to AC bill. b. An AC bill can have only one NDC Bill. While NDC bill preparation c. AC bill voucher number should be provided by the user. d. System validates the AC bill voucher number e. User can prepare bill if voucher number is valid and no other NDC bills has been submitted against it. f. AC bill HOA and NDC bill HOA has to be the same. g. No printing / processing of the NDC bill should be possible if the total amount of NDC bill greater than or equal to AC bill Amount. h. No recipient/ Bill amount to be paid – Generate Nil / square Off bill 50. Who can request for cancellation of bill? The competent authorities who can request the cancellation of bills are a. DDO who has submitted the bill. b. CSO of the DDO. c. HoD of the Department d. Admin Dept. of the DDO
Government of Karnataka Department of Treasuries Version 1.0 10 51. For what reasons can bill cancellation request be made? Bill cancellation requests can be made for the following reasons: i. Wrong drawl ii. Excess/short drawl iii. Drawl of non-eligible claims iv. Advance Credit of increments before issuance of AG pay slip v. Fraudulent Bills vi. Wrong Recipient entered vii. Other reasons specified by the DDO 52. When can the bill cancellation request be made? Bill cancellation request can be made before the payment authorization on the bill. 53. Who are the stakeholders for Bill Preparation and Submission module? The stakeholders are State Government Departments, RBI, AG Office, Agency Banks, Post offices, Banks, Bank Branches, CPSMS, HRMS, and DSSP. 54. What is integration with stakeholders in K II? Integration is the process which facilitates exchange of event-based information direct system-to-system and enable real-time exchange, transfer and reference ability of information across various government departments’ systems. 55. Which are the other modules Bill preparation and Submission integrates with? The Bill Preparation and Submission Module will interact with Budget Control, New Pension Scheme, HBA, Deposit, Assets and Liabilities Module, Social Security Pensions, Pension, Works Module, Receipts, BMS, Bill Processing, Accounts Compilation and Reconciliation and PRI modules internally for preparation and submission of bills. 56. How can a DDO request for additional funds? DDO can request Controlling Officer for additional funds when fund is not available through a link provided on bill screen, which integrates with Budget Control module to request for additional funds. 57. Which are the bills created on HRMS? Bill Preparation and Submission module will have integration with the HRMS module for generating bill for below purposes. Employee Salary and related claims that are raised in HRMS are processed in DDO office before submission to the Treasury. Salary bill draft request for creation of and also supporting schedules to
Government of Karnataka Department of Treasuries Version 1.0 11 that claim will be generated in HRMS. Validations for employee related claims will be done in HRMS before submission of draft bill request at Khajane Gazetted/Non-Gazetted Establishment Pay Bill All salary related claims and arrears- DA Arrears, Increment arrears, pay fixation arrears, surrender leave salary, etc Advances- HBA, MCA, CA, Solar appliances, etc GIA Pay Bill 58. What is provisional blocking of budget? The budget to the extent of amount in the bill generated by the DDO will be provisionally reduced after DDO signs the bill. It is finally reduced after the payment is authorized on the bill. The balance will be reverted when the bill is objected or rejected. 59. When are bills put on hold? Bills submitted to the Treasury are put on hold during bill processing for the following reasons: a. Claims requiring FD clearance for Ways and Means b. Missing document c. Incorrect recipient IDs d. Insufficient funds e. Authorization yet to be received 60. How do I submit wanting documents for bills put on hold? The wanting documents can be submitted at the Front office. 61. How do I request for a bill to be processed in express queue? DDO can raise a request for bill to be processed in express queue in the bill screen. 62. Will the DDO be alerted about a failed e-payment? DDO will be notified about the failed e-payment and the reason for return. DDO is expected to rectify the error accordingly in the recipient master. DDO will be alerted if when the next claim is raised to rectify the details if not rectified earlier. The bill may also be objected if there are un-rectified recipient details.
Government of Karnataka Department of Treasuries Version 1.0 12 63. How do I claim the e-returns? DDO will be alerted about the e-return and also notified the challan details for having credited the amount to 8658, Suspense account. Bill Preparation and Submission module facilitates generation of claim for ereturns. 64. What are the deliverables for the bill presented to treasury? The bill deliverables are cheque, e-payments, challans of DC bills, objected bills and Nil bill report for 100% TTR bills. 65. What are supporting documents? Supporting document includes schedules, invoices, sub vouchers, sanction orders, authorizations, non-payment certificate (for lapsed deposit transaction), Government orders and any other physical certificates attached with the bill. 66. Will there be only e-payments? e-Payment is the default payment mode in K II. A DDO requesting for cheque will have to cite reasons for the same 67. How to check the status of a Bill? Action to be taken by User: After login to Khajane II application, please press “F9” button on the Keyboard. Enter Token Number or Bill Number in the box Click on “OK” button and the system will show the status of the Bill. 68. Why KGID number column shows Adhaar Number in income tax deduction challan? Resolution: Khajane II fetches the employee details including KGID number and Adhaar number from HRMS application. The data entered in HRMS system need to be corrected. Action to be taken by User: Please login to HRMS application and update the correct data.
Government of Karnataka Department of Treasuries Version 1.0 13 Revert the Pay bill from HRMS and re-process the bill in Khajane II. 69. Why Salary Bill has not been sent to KII? If the status of HR pay bill is Not Drafted in KII Root Cause: 1. Error : EI >> Pay Bill >> Provided recipient does not exist in Khajane-II or is not mapped to given DDO for KGID No :’xxxx’ (Salary Bill) In this case, mentioned recipient having kgid is not created or not mapped to the DDO who is creating the bill. 2. Error: EI >> Pay Bill >> Provided Expenditure Hoa details does not exist in Khajane-II. (Salary Bill) 3. Intimation details prepared : EI >> Pay Bill >> Object Head - Expenditure HoA - Bill Claim mapping does not exist for Earning with Earning Type Code 'XXX'. [UIR No : EA_HRM-BPS005-18012016-000007] (Salary Bill). In this case mentioned earning code/deduction ‘XXX’ will not be mapped to the DDO. Action to be taken by User: Send an email with the details of the Issue with K2 Helpdesk with the error screenshot with Token Number and HRMS bill Number. 70. Why ANNEXURE A/BILL has printing issues? Resolution: 1. If bill has 2 recipients, but annexure A is showing only one recipient name. This might happen when during bill creation both recipients were active and while printing annexure, one of the recipient is actually inactive 2. While printing bill details, blank page is displayed. This issue generally happens when TAN number is not correct for that particular DDO. Please update the correct TAN number in Khajane II. 71. Why NPS gross amount is wrongly showing in Khajane II Draft Bill? Root Cause: The NPS Gross Amount is wrongly displayed in Khajane II if the wrong or duplicate “Currency of Establishment (COE)” is setup in HRMS system. Since Khajane II receives data from HRMS, the Khajane II also shows wrong amount. Resolution: The Duplicated COE need to be deleted in HRMS system then the Bill need to be reverted back to Khajane II for the correct details to display in Khajane II application. Action to be taken by User:
Government of Karnataka Department of Treasuries Version 1.0 14 Please correct the COE details in HRMS system or contact HRMS team to get this data corrected. 72. When will a Bill expire in Khajane II? In Khajane II, a Bill has a 7 days period of validity. DDO office have to send the physical copy of the bills to Treasury Office within 7 days or else the Bill will get expired and TO will reject the bill in Khajane II. 73. What will happen to an Expired Bill in Khajane II? If a bill has expired in Khajane II, at FOA level this bill is not allowed to Inward the bill. System will show an message saying the Bill has expired since the Physical copy of the bills are not submitted to Treasury within 7 days. FAQs on providing bill details during Claim Preparation under DC Bills 1. What is the difference between online sanction order and offline sanction order? Sanction orders created on K II and available online are called online sanction orders. Offline sanction orders are manual sanction orders. Claims on DC bills are supported by sanction orders and is a mandatory document. 2. What is Sector? Sector is the classification of expenditure as under State Sector, Zilla Panchayat and Taluk Panchayat Sector. During preparation of bill the sector has to be selected from the list of State/ZP/TP. 3. What are the bill types? There are 11 bill types in K II. They are: CTS 1 Pay Bill CTS 2 TA Bill CTS 5 DC Bill CTS 6 AC Bill CTS 7 GPF Bill CTS 8 Payees Receipt CTS 9 Miscellaneous Bill CTS 12 NDC CTS 13 Grant-in Aid 4. What are the claim types? Claim types are specific purposes of expenditure drawn on specific bill types. There are 147 claim types for 11 bill types. Depending on the claim for which bill
Government of Karnataka Department of Treasuries Version 1.0 15 is being prepared, mapping has to be done. Example : xxxx Chose xxx for making payment to xxx. For details click here _______________________ 5. How are the bill details captured? Bill details are captured under four tabs – General details, DC Bill details, Recipient, Deductions, and Summary details and Certificate details. 6. What are the details provided under ‘General details’? The following details are captured under the General details: a. DDO Code and designation b. Bill Claim type c. Sanction order details d. Expenditure Head of account details e. Budget details. 7. What are the details provided under ‘DC Bill’? The details provided under DC Bill details are a. Sub Voucher details b. Description of expenditure c. Recipient details 8. What are the details provided under ‘Recipient, Deductions, and Summary details’? The details provided under Recipient Deductions, and Summary details are a. Mode of payment b. TTR deductions c. Gross amount and net amount payable 9. What are the details provided under Certificate details? The certificates specified in the Financial Codes for the particular claim type is tagged to the bill during bill preparation. 10. What are Treasury Transfer Receipts deductions? TTR deductions are mandatory deductions made in the bills. Each bill claim type is mapped to the deductions to the made. TTR deductions are adjusted by transfer to the respective heads of account. Each deduction is supported by a challan and is generated in the system during bill preparation. 11. Should I calculate the amount of deduction to be made? The standard rates for deduction of Income Tax at source is prescribed by Income Tax Act for different purposes. Eg., Rent, Contractors, Services rendered, etc.
Government of Karnataka Department of Treasuries Version 1.0 16 The rates applicable for each of these purposes is maintained in the K II application. When the User selects a purpose of deduction the system will pick the rate and the corresponding amount will be deducted. If the User wants to specify the amount of Income tax deduction instead of selecting purpose he can choose the option ‘OTHERS’ at the bottom of the purposes list. He can enter the amount to be deducted in the bill. 12. How do I enter the amount of deduction without selecting the tax rate? After selecting the purpose of deduction (Income Tax, Royalty, Sales Tax, etc) the corresponding Head of account is populated in the system. User has to select ‘OTHERS’ under Tax deduction. The amount to be deducted can be entered. 13. What detail should be provided in ‘Description? A brief description of the claim should be provided. 14. When is the NIL BILL option selected? NIL BILL option is selected when the entire claim amount is adjusted by transfer to a receipt head of account. In such cases there is no payment involved. Eg. Vehicle Insurance Bill. The Vehicle Insurance bill is a claim prepared on a DC bill. The entire claim amount is adjusted by transfer to the KGID head of account 8011-00-101-2-00. A challan is generated during the creation of the bill for the entire bill amount and the head of account to which it is to be adjusted. Eg. Xxxxxxxxx 15. When do I select ‘populate last bill details? Claims of electricity, rent, telephone charges, etc which are regularly paid every month to the same recipient can be populated using this option. The user can modify the sub voucher details and the amount and prepare the bill with least effort. This option can be used for any other bill claim type. 16. How do I add more sub vouchers to the bill? Sub Vouchers upto 100 can be included in one bill. Eg. Petrol bills of Police. User can use the option of ‘Add another voucher’ to add more sub vouchers. 17. How do I add more recipients to the bill? User can add more recipients under the option ‘Add another recipient’. 18. What do the Expenditure HOA details indicate? Expenditure HOA details provide a breakup of the budget under the selected Budget line. The details displayed are:
Government of Karnataka Department of Treasuries Version 1.0 17 1. Allotment - Total allotment received for the budget line as on date 2. Amount of bills on hand - Total amount of the Bills prepared on K II but not yet submitted to treasury 3. Expenditure (Bills submitted to treasury) - Total amount of the bills submitted to treasury for payment. 4. Balance available - The balance available after preparing bills on K II 19. Can I prepare a bill without sufficient budget? Bills can be prepared even without sufficient budget allocation. They can be saved as draft bills but cannot be submitted to treasury, without the budget allocation. 20. What do the recipient name/ID indicate in TTR deductions tab? While adding the deductions the system will prompt the User to indicate for which of the recipients is the tax deduction being made. Upon entering the recipient ID/name the challan for that deduction will bear the name of the recipient. This indicates that the Tax deduction is made against the particular recipient ID. 21. How do I calculate income tax with a sub voucher having service tax? The income tax should be calculated excluding the service tax amount. So first calculate the income tax payable and then the amount should be entered using the option OTHERS under tax deduction. 22. What is the ADD button for? Add button I used to add the details of the recipient, sanction order, sub voucher number, challan number, etc to the bill being created. 1. Bills for Rent, Rates and Taxes 23. Who will be the recipient for rent? The building owner will be the recipient for payment of rent. Since the building is hired on a contract the recipient type will be a Contractor and the Recipient category ID is 30. This means that the owner of the building as a Contractor selecting the category 30. 24. Should the recipient be registered? The recipient should be registered before the preparation of the claim. Without the registration of recipient, no bill claim can be prepared. 25. What are the claims mapped to the object code 071? The claims mapped to object code are rent, rates, taxes, water and electricity.
Government of Karnataka Department of Treasuries Version 1.0 18 26. What is the description of object head 071? The description of object head 071 is ‘Building expenses’ 27. Which bill claim should I use to prepare rent rates and taxes? The claim ‘rent, rates and taxes’ under DC bill should be used to prepare claims under object code 071 28. Which bill claim should I use to prepare electricity and water charges? The claim ‘rent, rates and taxes’ under DC bill should be used to prepare claims of electricity and water charges. 29. Who are the recipients for claims on rent, rates, taxes, water and electricity? The recipients for this claim are: Claim Recipient Recipient Type Rent The owner of the building who has lent the building on a contract. Contractor - 30 Rates and Taxes The government body/municipal authorities to which the taxes are paid State Government – 01 Central Government-00 Water Authorities like BWSSB etc Autonomous body - 10 Electricity ESCOMs, Sub Division offices of ESCOMS Autonomous body - 10 30. What are the mandatory deductions to be made in the claim for rent? Income tax is the mandatory deduction to be made on claims of rent when the total rent exceeds Rs.1,80,000/year. The rate of deduction is 10% vide Section 194I of the IT Act. 31. How do I prepare the bill when no income tax has to be deducted? The deductions to be made in a bill are entered in TTR/Deduction details tab in the screen Recipient, Deduction, Amount Summary details. There is a ‘+’ sign and a ‘-‘sign on the task bar of TTR/Deduction details. Upon clicking on the ‘+’ sign, the different purpose of tax deductions that can be made will open. User can click on the ‘+’ sign if he has to add any deductions. If there are no deductions in the bill User need not click on ‘+’ sign. In the checklist validation for the claim seeking confirmation for deduction of Income Tax, User can select the option ‘NA’ – not applicable.
Government of Karnataka Department of Treasuries Version 1.0 19 32. Should I prepare a challan for the TTR/deduction made in the bill? Challan need not be prepared for the TTR/deduction made in the bill. System will automatically generate the challan after the details of the TTR/deduction are entered during the preparation of bill. The challan can be printed and attached to the bill. 33. Do bills with this claim type require countersignature? Bills with the claim type rent, rates, taxes, water and electricity do not require countersignature. Bills for Motor Spirit/Petrol and Oil 34. Is countersignature required for claims of Motor spirit, petrol and oil? Countersignature is required for claims of Motor spirit, petrol and oil by the Countersigning authority. 35. How many sub vouchers can be added to the bill? A maximum of 100 sub vouchers can be added to any bill. 36. The recipient is already mapped to another DDO? Should I register him again? Khajane 2 generates a unique recipient ID for each recipient at the time of registration. There is no need to register anybody once he is registered on the Khajane 2 system. The recipient can be mapped to multiple DDOs under the option – mapping an existing recipient in recipient registration. 37. How do I know that the recipient is already registered? A registered recipient will have his Recipient ID. When the DDO tries to register the already registered recipient system will alert the creator that the recipient is already registered with his recipient ID. You can also check whether a person is already registered by following this procedure: Navigate in the path: Registration- Recipient Master – Create Recipient Master Select the option ‘new recipient’ in Recipient registration screen Select the recipient type
Government of Karnataka Department of Treasuries Version 1.0 20 Enter the details of the recipient and the bank account number in the ‘Recipient Bank Details’ tab. If the bank account number already exists in the system will raise an alert that a recipient with the same account number already exists. Upon clicking OK system will display the recipient ID already registered with the account number. Bills for Labour engaged 38. Does the claim for Labour engaged require countersignature? This claim does not require countersignature. Claims of unskilled labor like sweepers, cleaners etc engaged for office work are paid through this claim. 39. Should the payment be made to the Labour engaged or the DDO? The payment should be made to the Labour engaged who is registered as a recipient, directly through e payment. The payment cannot be made to the DDO. 40. What is the sub voucher for this claim? The receipt by the Labour for acknowledgement of the money is the sub voucher. Wages 41. What is the difference between labour and wages? Wages are paid to coolies engaged on manual labour departmentally by the DDOs. A nominal muster roll is maintained for payment. Eg. Nursery work, coolies engaged in horticulture, agriculture farms, coolies engaged in PWD, Irrigation, Forest Works DDOs engage labour departmentally. Muster rolls are maintained in accordance with rules of labourers who were actually employed on the work. They are paid at daily or monthly rates. Eg. Labour engaged in 42. Does the claim for wages require countersignature? The claim has to be countersigned by the countersigning authority.
Government of Karnataka Department of Treasuries Version 1.0 21 Electricity and Water Bills 43. How do I make electricity bills payment? DDO has to register the AEE/EE of the Sub Division as a recipient under the recipient type 10- Autonomous bodies. For this you have to obtain the details of the bank account to which the money has to be paid. The details for recipient registration are collected from the ESCOM unit in e-Mandate form. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. When a claim is prepared for Electricity the AEE/EE of the Sub Division is automatically populated as the recipient. The payment is made to the service provider. A report can also be sent to the service provider every month under Bill Preparation and Submission>Reports>Service Provider Report. We are in the process of developing a centralized account for all payments to ESCOM accounts. Presently this is being tested with BESCOM. Please keep looking at this space for further updates. 44. Who should be registered as a recipient for payment of electricity bills? DDO has to register the AEE/EE of the ESCOM Sub Division in which he is a subscriber, as a recipient under the recipient type 10- Autonomous bodies. 45. Should I register the recipient as a service provider? Payments are made on a regular monthly basis to certain institutions like BSNL, KEB, BESCOM, Water supply Boards, etc. They are called service providers. Recipients for such service providers are registered by the DDO. The recipient ID and the account number of the service provider are mapped to the DDO in the Service Provider Master. This mapping is done by the DDO himself in the path Bill Preparation and Submission – Admin – Service Provider Master. During bill creation for payment to service providers the Recipients registered as Service providers are auto populated. The creator need not search for the recipient and tag it to the bill. DDO can also generate a monthly report for the service provider with details of payment – amount, date of payment and UTR number. 46. Who do I register for electricity payments?
Government of Karnataka Department of Treasuries Version 1.0 22 The local sub division of the ESCOM may be registered as a recipient. 47. How do I register the recipient as a service provider? After registration of the recipient (under the category – 10, Autonomous bodies for ESCOM, Water supply board), the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. 48. How do I claim reimbursement for electricity amounts paid by me? While mapping the recipient to the bill, the recipient ID of the employee is selected instead of the ESCOM Office. The sub voucher should be certified as paid by the respective employee. 49. How do I register BWSSB as a recipient? (This is for bills which are issued by BWSSB) The following steps should be followed: a. The recipient, BWSSB is registered under recipient type 10 Autonomous bodies. b. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. c. In the account number details in the same screen the account number on the bill should be entered with the prefix BWSK2. Eg. If the RR Number is AEE123, it should be entered as BWSK2AEE123. d. In the connection number of the same screen the RR Number is entered instead of all the numbers connected. Telephone Bill 50. How do I register BSNL as a service provider? The recipient, BSNL is registered under recipient type 18 PSUs. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. In the account number details in the screen the account number on the bill should be entered with the prefix 15158. Eg. If the account number is 905867412, it should be entered as 15158905867412. 15158 is the virtual account number of BSNL with Corporation Bank, FCS Branch. Bangalore. All BSNL payments will be immediately credited against the respective account numbers.
Government of Karnataka Department of Treasuries Version 1.0 23 51. How do I register BSNL as a service provider with CUG where many telephone numbers are tagged to one telephone number? DDO offices with multiple BSNL lines will be mapped to one common account number. Individual telephone numbers will be mapped to the common account number. The total amount payable inclusive of all these telephone connections is charged against this common account number. The following steps should be followed: e. The recipient, BSNL is registered under recipient type 18 PSUs. f. After registration of the recipient, the recipient ID is mapped to the DDO as a service provider. This is done in the path Bill Preparation and Submission>Admin>Service Provider Master>Create. g. In the account number details in the same screen the account number on the bill should be entered. Eg. If the account number is 905867412, it should be entered as 905867412. i. The recipient details are auto populated after entering the recipient ID. In the connection number of the same screen the individual telephone numbers mapped to the common account number should be added one after another using the option ADD. 52. How do I notify the service provider about the payments made? Service provider wise report can be generated in the path Bill Preparation and Submission>Admin>Reports>Service Provider Report with unique payment transaction Id. This report can be later sent to the service provider either by the email or physically. 53. How do I pay for Vodaphone, Airtel, Idea, etc connections? The individual vendors of Vodaphone, Airtel, Idea, etc should be registered as recipients under the Recipient type - 28 Supplier. Account details have to be taken from them and registration of recipient has to be done. 54. What are the object codes under which telephone charges are paid? The object code for telephone charges is 052. When the budget is not released under 052 the telephone charges are claimed under 051 – General Expenses. 55. Do telephone claims require countersignature? Telephone bills do not require countersignature.
Government of Karnataka Department of Treasuries Version 1.0 24 Vehicle Insurance 56. How do I pay vehicle Insurance for Government vehicles? The following steps may be followed to prepare a vehicle Insurance bill. a. Select DC Bill b. Select the claim type “Insurance of Vehicle Insurance Bill” c. Check the box next to NIL BILL in the same screen. d. In the tab ‘Deduction, Summary amount details’’ select the purpose as ‘Karnataka State Insurance Department’. The Head of account 8011-00- 105-1-01-000 will be populated. e. A challan will be generated. After the approval of the bill by the DDO the challan is printed and attached to the bill. f. The Vehicle Insurance amount will be credited to 8011-00-105-1-01-000 after the approval of the bill in the Treasury. Transport Expenses 57. What are the claims that can be prepared under Transport Expenses? The following claims can be prepared under Transport Expenses. a. Motor spirit/Petrol Expenses b. Vehicle repairs c. Purchase of new vehicles d. Vehicles on hire 58. What is the object code for claims under Transport expenses? The object code for transport expenses is 071. 59. Should bills under transport expenses be countersigned? The claims Motor spirit/Petrol Expenses, Vehicle repairs and Purchase of new vehicles require countersignature from competent authority. (For details as to who is the competent authority – please see the section on countersignature) 60. Who is the recipient for claims on transport expenses? The recipient will be the supplier/vendor for petrol, motor spirt and new vehicles. The service station will be the recipient for vehicle repairs. The DDO will collect the bank details of the vendor in e-Mandate form. He will register him under the recipient type Supplier – 29. If the vendor is already is a registered recipient DDO should map the recipient ID under existing recipient.
Government of Karnataka Department of Treasuries Version 1.0 25 61. What is the mandatory deduction for transport expenses? The mandatory deductions for vehicle repairs and vehicles on hire is Income tax. 62. What is the claim type for payment of vehicles hired? The claim type is ‘vehicle on hire’. Service Postage Stamps 63. How do I purchase service postage stamps? Service purchase stamps claim is preferred on a DC Bill –CTS 5. The claim type is “service postage stamps”. 64. What is the object code for claims of service postage stamps? The claim for service postage stamps is made under object code 051 – General Expenses. 65. Who is the recipient for service postage stamps? The Post Office from which stamps are purchased should be registered as a recipient under recipient type 99, Central Government. 66. What is the sub voucher for service postage stamps? A statement of the stamps of different denominations signed by the DDO will be the sub voucher for stamps. FAQs for Payment to External Agencies 1. What are payments to external agencies? Deductions and recoveries are made in bills. A detailed account of such deductions and recoveries is submitted as accounts returns to the respective departments by treasuries. These deductions do not involve a payment. Eg,. GPF, Income Tax, Sales Tax, Professional Tax, GIS, Principal and interest on loans and advances etc. Such deductions are also called Accountant General Deductions. Some of these deductions pertain to external agencies such as LIC, NPS, Cooperative Societies, Funds, Contributions, etc. These deductions are settled with the external agencies through a payment. The total amount deduced in a month for the purpose is paid through e-payment.. These are payments to external agencies. 2. Which are the salary related deposit accounts? The salary related deposit accounts are for deductions of LIC, HDFC, NPS, Cooperative societies, Court attachments, Water charges, Electricity, Employees
Government of Karnataka Department of Treasuries Version 1.0 26 annual subscription fee, Arogya Bhagya, Sports Fund, Benovolent Fund of Forest and Police Department, etc 3. Who is the Administrator of the salary deductions related deposit accounts? Treasury Officer is the Administrator of the salary deductions related deposit accounts. 4. Who will register the recipients for these deposit accounts? Treasury Officer will register the recipients for these deposit accounts. The recipient details will be furnished by the DDO making the deduction in the salary bill. DDOS have to furnish the details of recipients (along with bank account number details) to treasury officer for registering the recipients for these payments. If not, the payments cannot be made. 5. How are the recipients mapped for Co-operative Societies for external agency payment? a. Each co-operative society included in the deduction for Co-operative Society should be registered as a recipient b. The recipient will be registered by the Treasury Officer as he is the Administrator of the deposit account. DDO should not register the recipient for co-operative society c. The recipient details of the co-operative society should be correctly furnished by the DDO making the deduction in Form 9, e-Mandate Form. d. Treasury Officer can map one of the recipient IDs to the Schedule Processing User. All the co-operative societies registered by the Treasury Officer will be automatically mapped to the Deposit account. 6. I am not able to make external agency payment to Co-operative Societies. The Payees receipt is generated. One/more co-operative society for which the deduction has been made might have not been registered as a recipient by the Treasury Officer. This will lead to a mismatch in the total amount payable and the list of recipients. It is important to ensure that all the recipients are registered. 7. Can I deduct for a co-operative society which has no MICR and IFSC codes? Such recoveries to bank which has no IFSC cannot be made. The employee should be advised to make arrangements for payment to co-operative society on his own.
Government of Karnataka Department of Treasuries Version 1.0 27 8. The DDO has registered the recipient for payment to external agency. How will the payment be made? DDO should not register recipients where payment to external agencies is required. They should be registered by the Treasury Officer. In this case the Treasury Officer will map the recipient under the ‘existing recipient’ option. 9. Which are the common recipients used by all districts for payment to external agencies? Certain recipients (External agencies) may be common to all the Districts (Treasuries). Eg. Salary deduction heads. These recipients are centrally registered by the PMU. The salary deduction related deposit account with common recipient that has to be mapped as an existing recipient by other DTOs are: a. Arogya Bhagya Scheme b. Employee annual subscription fee c. HDFC d. Forest Benovolent Fund e. NPS 10. Can multiple recipients be paid from one deposit account of salary deduction? Some deductions are accounted under a common deposit account. Eg. Cooperative Soceity. Such deductions can be made from multiple DDOs and need to be credited to different co-operative societies registered as recipients. There is a provision in K II to credit the amounts pertaining to different co-operative societies separately. Other examples are Benovolent Fund, Sports Fund, Court attachment, etc Some deductions made by different DDOs are credited to a single central recipient. Eg,. Employees Annual Subscription Fund, etc Some deductions for a common purpose will be accounted under different deposit accounts. Eg. Arogya Bhagya of Police and Fire Department, Benovolent Fund of Police and Forest Department, etc. The external agency payment is made to respective recipients created by the departments 11. What is the frequency of payment to external agencies? NPS is paid on a daily basis. The other salary deductions are paid to the concerned agencies at the end of the month.
Government of Karnataka Department of Treasuries Version 1.0 28 12. Can I generate Payees receipt after schedule processing? Payees receipt should be generated after aggregation of schedules. Aggregation is the process of consolidating the total deductions in the month for the purpose. The consolidation is generated by the Head Accountant and approved by the Treasury Officer. This is done by the Treasury officer. HA will generate the draft Payee’s Receipt after consolidated amount is tallied with the Cash Book. 13. Who should be the recipient for deposit account of salary deduction? The list of recipients for deposit account of salary deduction are: LIC The LIC Branch to which the Treasury renders accounts returns HDFC HDFC Bank, Bangalore NPS Axis Bank, CBB Mumbai Branch Co-operative Societies Respective Co-operative society with IFSC code Court attachments Respective Court/Beneficiary Water Charges Water supply board of the area Electricity ESCOM of the area Employee Annual Subscription fee Secretary, Central Employees Association Arogya Bhagya Secretary/President (Office bearer) of the Fund account, Bangalore Sports Fund Secretary/President (Office bearer) of the Fund account Benovolent Fund of Forest Secretary/President (Office bearer) of the Fund account Benovolent Fund of Fire Services Secretary/President (Office bearer) of the Fund account Benovolent Fund of Police Secretary/President (Office bearer) of the Fund account 14. What is the difference between Water Charges and Water charges local? Water charges is the deduction attached to Quarters and is credited to the Head 0216. The amount is adjusted by TTR to 0216. Accountant General adjusts this amount to PWD. The schedules and challans are rendered to PWD along with SOR Report at the end of the month. Water charges local pertains to the recoveries towards water supply for Police Quarters. These deductions are accounted in a deposit account. The amount in the deposit account is paid to BWSSB/Water supply board registered as a recipient.
Government of Karnataka Department of Treasuries Version 1.0 29 15. How do I confirm the correctness of amount to be paid to external agency? The amount in the consolidation sheet should be compared with the TTR amount for the month. Both should be the same. HA should ensure that both the amounts are the same by verifying the cash book and Consolidation sheet. Why is it not possible to process NPS schedules sometimes? If the payment to external agency has been made, system will not allow schedule processing for NPS unless the acknowledgement from the bank is received in the system. NPS schedule processing should be taken up after the payment acknowledgement is received from RBI. 16. How do I communicate the consolidated schedule of LIC, HDFC, etc to concerned agencies? The TTR report along with the physical schedules and challans will be submitted to the concerned agencies by the Treasury Officer. The e-copy of the report can be sent online by mapping the concerned agency. 17. How will the agency know an e-payment has been made by the treasury? DDO can generate ‘Bills approved report’ in Bill Processing module. The report will provide token wise details for e-payment ID and UTR numbers recipient wise. The same can be shared with the concerned agencies. This report can be generated at the end of the day. Treasuries should process the scrolls. If scrolls are not processed UTR numbers will not appear in the report. 18. What are the reports a Treasury Officer can generate as the Administrator of these deposit accounts? The reports a Treasury Officer can generate are: a. Cash Book b. Balance Sheet c. Plus Minus Memo 19. Should Treasury Officer reconcile the deposit balances for which he is the Administrator? Treasury Officer should generate the Cash Book of deposits for the deposit accounts for which he is the Administrator. The transactions should be verified. The provisional and final balance should be reconciled and confirmed into the application. This is a daily activity. The TTR accounted will appear on the receipts side and the payments made from the deposit account will appear on the payments side. The reconciliation should be ideally confirmed into the system on a daily basis.
Government of Karnataka Department of Treasuries Version 1.0 30 20. What should be the balance at the end of the month after closure of monthly accounts? The provisional and final balance in the deposit account should ideally be zero after payment to external agency and closure of accounts. The provisional and final balance can be verified in the path Deposits – Transactions – Account Management. He should select the deposit account number and generate the balance.
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