Delivery and Collection of water bills on behalf of
Engineer-in-Chief, PHEO Odisha, Bhubaneswar under Housing & Urban
Development Department, Government of Odisha through Post Offices in Odisha
Circle.
Standard Operating and
Accounting Procedure
1. Introduction:
i.
This
scheme will be carried out in all HOs, MDGs and S.Os having e Payment facility
only in Odisha Circle.
ii.
The
water bills will be accepted in the Post Offices only in shape of cash. The
counter of the Post Offices will ensure
that at least the Present Bill Amount as mentioned in the Bill is fully
collected and no partial amount is permissible for collection. Arrear
amount, if any, may be collected fully or partially.
iii.
The
data would be stored in a Central Data Server. Authorized users in Post offices
can access and do the transactions.
iv.
The
Application Software provides options for acceptance of water bills of PHEO
Odisha. Billers are created at Circle
level on the authority of Head of the Circle.
v.
The
Head Post Offices attached in (Annexure-A) have been identified as the Nodal
Post Offices for the delivery of BMS articles and also collection and payment
of water Bills of PHEO Odisha under e Payment.
vi.
The
Nodal Officers will collect the water bills from the identified P.H.Divisions
of PHEO Odisha as per Annexure-A of the concerned Urban Local Body (ULB) within
4 (four) working days of the 1st week of each month and the same
will be distributed to consumer within 10th of each month.
vii.
The
Nodal Officers will make necessary arrangement to collect the water bill
statements from the identified P.H.Divisions of PHEO Odisha for delivery. The
identified P.H.Divisions of PHEO Odisha will make necessary arrangement to
handover the BMS articles to the representative of DOP, Odisha before the cut
off time.
viii.
The
cut off time to receive the Bill Mail Service articles in the identified
P.H.Divisions of PHEO Odisha is 10.00hrs.
2. Mode of payment of bill collection:
(i)
E
Payment here allows bill collection only in shape of cash.
(ii)
The service provider PHEO Odisha who has agreed
to avail the service would be available on the computer screen and it would be
updated automatically through central server. The interface will be biller
specific. Therefore, the bill collection transaction should be done carefully after
identifying and selecting the correct biller from the screen.
(iii)
Commission/
transaction fee would be levied as per agreement and this would be configured
and a unique biller ID would be created by the
Circle Administrator based on the
area of operation of service for a particular service provider and instruction
in this regard will be sent to all concerned.
(iv)
The
collections made in the post offices
would be uploaded to central server. If a sub office under a Head post office
is designated as e Payment office for a particular biller, its attached HPO
shall by default have to be identified as e Payment office for that biller.
3. Bill
Collection:
(i) E Payment option is inbuilt in Meghdoot software 7.9.4 Version
under Financial Services.
(ii) On accessing the e Payment module, the lists of all biller
services for which payments are accepted at the post offices are displayed as
selectable option.
(iii) Counter PA will receive the amount of the bill in cash from the
customer. The Counter PA depending on the
biller and mode of payment (by cash only) a customer wants to pay, will select
the appropriate biller service option.
(iv) Biller service specific option payment screen is displayed.
(v)
The
counter PA keys in (the Consumer no of the customer and click on fetch button .
If the data for the said consumer no is available in the central server , the
data in all relevant field will be popped up automatically) the
required payment information with reference to the bill and clicks on PRINT
button, after confirming the correctness of the information and complete the
entries in other fields also, if any.
(vi)
Receipt
is printed on the pre-printed stationery as is being done for BSNL billers. As
it is computer generated, no signature of counter staff or date stamp of the
office is required to be affixed in both the copies of the computer generated
receipt.
(vii)
PA
can cancel the payment operation, at any time during the display of the payment
entry screen by clicking on the cancel button on the payment entry screen.
(viii)
Counter
PA hands over both the copy of the receipt to the customer .
(ix)
If
the customer failed to submit the bill
and only provide the SMS for the bill or only consumer number than also the
counter PA should collect the
bill . As there will be mapping with the central server for
all the biller. After selecting the biller when the Counter Asst entered
the consumer number and click on fetch button the
entire amount to be paid by the customer will be fetched by the
system and accordingly the amount to be
collected, provided there is internet
connection in the system to fetch the
data from central server.
(x)
At
the end of counter transaction, the PA made over the cash to treasurer and
after treasurer acknowledge the cash, PA takes print out of submit account. The
counter PA should not perform his shift end , until supervisor verifies the
submit account data.
(xi)
The
Supervisor will login to the Point of Sale and verify the accounts. While
verifying the transactions, if the Supervisor finds any mistake, he can cancel
the transactions and ask Operator to re-do the transaction. Such action will
find a mention in the Error Book with brief of reasons. Of the newly generated two receipts, both the
copy to be pasted in the Error
Book. .
The correct receipt may be given to the customer in case available and the receipt issued to him earlier will be
obtained and cancelled and pasted in the Error Book.
(xii)
Then
follow the procedure for transfer cash to treasury and receipt of cash from
counter etc. should be followed again. Then supervisor should verify the
accounts, as prescribed in the rule books.
(xiii)
After
verification, the operator calls Central Server and synchronizes (Sync) the
data through epayment communication module. The daily reports (in duplicate)
are generated for e Payment transactions for all biller(s) separately and
consolidated list for the day.
(xiv)
The
Postmaster/Supervisor logs in to the e Payment website(https://services.cept.gov.in/epayment
) and verifies the statistics and amount to confirm that the statistics and
amount in respect of his/her office on the Website tallies with the actual
transactions done and accounted for in respect of each biller. One copy of each
report, duly signed in token of having carried out the prescribed checks,
should send to its attached HO duly entered on the back side of daily account.
The user ID and password for
checking e Payment transaction is :USER ID: dop, password : ePmt
4. Procedure
at the Nodal Post Office:
(The name of
the Nodal Post Offices for payment of cash to PHEO Odisha is attached in
Annexure-A as per requirement of the biller and approval of the competent
authority. )
The Sr.PM/PM of
the Nodal Post Offices will deposit the cheque issued in favour of the Treasury
officer of the District Treasury Office (As per Annexure-A) through a
messenger on office arrangement during office hour of the post office
daily.
(i)
PA
in the Nodal / Identified Post Office receives biller list from the attached Post
Offices and prepares the
consolidation at his office in a
register.
(ii)
The
register will be maintained in the Nodal office in the following format, in
respect of biller (H & UD Department) who has agreed to pay the commission/
service charges to be deducted from the
amount collected. The entries in the register as per the format given below
will be made by PA and duly checked by Supervisor/Postmaster with provision for
signature of both of them:-
|
Date
|
Name
of
ePayment
office
|
Bills
collected in cash
|
e
Payment commission & service tax
|
Net amount to be paid after deducting
commission & ST
|
Signature
of the supervisor
|
||
|
|
|
Total
No.
|
Total
Amount
|
Total
Commission in Rupees
|
Total
Tax in Rupees
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
(iii)
Postmaster
of the Nodal Post Office checks the list with reference to the transaction
report (s) and prepares the consolidation and tally the accounts.
5.
Accounting: Sub Office:
(i) The SO will collect water and sewerage charges directly from
the customers.
6. Head
Office :- Sub Accounts Branch:
(i) After epayment data received from sub offices through daily
account, the sub account PA will feed the data in sub account module under the
proper head i.e ePayments Receipts.
(ii) In accounts branch, there is provision in Accounts (PBS) module
to prepare the schedule for epayment receipts/payments for submitting the
schedule return to account office(DAP) and the PA will prepare the same and
compare the schedule figure with subaccount figure for correctness.
7.
Payment to the Biller (by Nodal Office):
(i)
The identified divisions of PHEO Odisha shall
deposit in advance every month against Proforma Invoice the amount equivalent
to one month expenditure for delivery of water bill statements through (BMS)
and service charge plus service tax for collection of water/sewerage charges as
per Para-1.5 & 1.13 of MoU signed.
(ii)
The Nodal Post Office will maintain two registers.
One for Bill Mail Service articles tendered for delivery and another for
collection of water/sewerage charges through e Payment.
(iii)
The monthly expenditure for delivery of BMS articles
will be deducted from the advance deposit made by respective PHEO Odisha and it
will be strictly maintained in the register.
(iv)
Similarly, for collection of water/sewerage charges
the total amount so collected will be paid to the respective PHEO Odisha
without deducting the service charge.
(v)
The service charge due to be collected from the
respective PHEO Odisha shall be deducted from the advance deposit made by
respective PHEO Odisha.
(vi)
At the time of making payment through Treasury
module, system will automatically deduct the service charge and service tax as
per the configuration done at the time of biller creation. The treasurer will
make payment through cheque for the system generated net amount . Another
cheque will be prepared by the treasure
and paid to PHEO for the deducted
amount (service charge+servicetax deducted at the time of making payment) from the corpus fund provided to DOP earlier by PHEO ,
(vii) The Nodal Office will ascertain the amount of payment to biller
from the Treasury Mode.
(viii) The Nodal Post Office
will (make payment) transfer to the biller the net amount arrived from the
treasury mode which will automatically deduct the service charges and service tax, as
applicable on the date/day as agreed to or as mentioned in the Agreement. This
amount should also be tallied with Cash Account maintained at HO.
(ix)
Payment
will be made by Account payee cheque to the biller along with the details of
total amount collected less service charges and service tax deducted and the
net amount due to the biller. The frequency
(daily) of payment will be as per the agreement entered into with that
particular biller.
(x)
The
commission /service charges deducted by the Nodal office at the agreed rate
will be accounted for under the head “Commission on Cuttack-WBC” and the
Service Tax under head “Service Tax”.
8.
At
DAP Office:
i.
The
accounting procedure customized for e Payment for other billers may be followed
9.
MIS
(i) MIS report in respect of each bill separately for Cash.
(ii) MIS for e Payment bill or fees
acceptance offices contains details of bills accepted in that office (The
details should tally with the details in the daily transaction report of that
office).
(iii) MIS for the Nodal Post Office for the
transactions of attached e Payment offices.
(iv) MIS for the Nodal paying office, Biller,
Division, Region, Circle and Directorate.
All SSPOs/SPOs
will go through the contents of MOU signed between the DOP and PHEO, Odisha for
successful implementation of the project.
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