Audit Reports for the 2012-2013 Some General Comments

40th Quarterly Review Meeting of Finance Controllers on 30th January 2014

New Delhi

Receipt of Audit Reports for the year 2012-2013 till date (29th January 2014)

No. of States StatesUpto October 2013

15 A&N Island, Assam, Chandigarh, D& N Haveli, Daman & Diu, Delhi, Gujarat, Madhya Pradesh, Manipur, Mizoram, Puducherry, Rajasthan, Sikkim, Tripura, Uttar Pradesh

During November 2013

8 Andhra Pradesh, Bihar, Goa, Haryana, Karnataka, Kerala, Maharashtra, Tamil Nadu,

During December 2013

7 Chhattisgarh, Himachal Pradesh, Jammu & Kashmir, Lakshwadeep, Meghalaya, Odisha, Uttarakhand

During January 2014

2 Jharkhand, Punjab,

Total 32

There is marked improvement in the adherence to the timeline for submission of Audit Reports by the States. Target for submission of Audit Reports 2013-

14 is 1st November 2014. Issue appointment letter CA firm by March

2014. If new CA firm is to be engaged. Complete the preparation of accounts by 30th

June 2014 or even earlier. Commence Audit work by 1st July 2014 or

even earlier.

Outstanding Advances :Lot of stress is being laid by MHRD for early settlement of outstanding advances pertaining to the year 2011-2012. In-fact recently held JRM has also recommended that all outstanding advances pertaining to year 2011-2012 should be settled by 31st March 2014 positively.

Bihar, Madhya Pradesh, Chhattisgarh & Maharashtra have large amount as outstanding advances and they have to put in special efforts to achieve this target by 31st March 2014.

Fraud Cases Reported by Statutory Auditors

1. Odisha :

District Auditor M/s Mishra Badhai & Associates, who conducted Audit of books of accounts maintained in District Bolangir, has “Disclaimed his Opinion” due to serious irregularities due to non maintenance of records & books of accounts properly. Major deficiencies pointed out are.

BRS not prepared and balances are not matching with books of accounts.

Supporting evidence of expenditure of Rs.44.31 crores not made available for audit.

Fraudulent withdrawal using cheques. FIR has been lodged with Police deptt. on 9th May 2013.

It may please be noted that proper maintenance of books of accounts and producing the same for audit is the responsibility of the management.

Fraud and Embezzlement of cash/funds detected in DPO-Bolangiri. Books of accounts not maintained properly and huge accounts of withdrawals not recorded in books of accounts. MHRD view such cases with concern. Apparently internal controls were not in place or have been ineffective. Please review the role of Internal Audit. A complete investigation report be submitted clearly bringing out system weaknesses and effective steps taken by the Management to plug these loopholes in this particular district as well as in other districts to prevent such reoccurrences. The detailed report be submitted within 2 month to MHRD.

2. Rajasthan :

A sum of Rs.3 lakh paid as advance to three KGBV on 11.2.2013, One contract employee Mr. Shahnawaj khan made correction in Bank TT and entered own account and deposited the amount in his SBBJ bank A/C 61040163361. A detailed investigation report be submitted immediately. Whether any system weakness has been identified and necessary action taken to prevent such recurrences. Internal Auditors be specifically instructed to keep watch/ monitor such occurrences.

3. Maharashtra :

At Rajapur BRC-Ratnagiri, one withdrawal was made of Rs.10 lakhs vide cheque No.914310 in the name of Mr. V.S. Kodolkar. It was reported by the internal auditor vide in the flash report that this transaction was as fraudulent incident and the F.I.R. is filled against the alleged fraudulent people and investigation is currently in pursue. A detailed report be submitted bringing out steps taken to prevent such recurrences.

SSA-Society management is responsible to prepare and maintain proper books of accounts, which give true and fair view of the financial position of the society.

Society is required to prepare accounts on basis of generally accepted accounting principles and guidelines stated in Financial Management & Procurement Manual.

1) Utilization Certificate (Annexure–XIX)2) Consolidated Annual Financial Statement (Annexure–XX)3) Consolidated Balance Sheet (Annexure–XXI)4) Consolidated Income & Expenditure Account (Annexure–

XXII)5) Consolidated Receipt & Payment Accounts (Annexure–

XXIII)

6) Management letter 7) Procurement Audit Certificate in the format sent under

this Ministry’s letter No. 15/2/2003-SSA(PR) dated 29th September 2006.

8) FMRs– I, II & III duly filled in9) Para on Settlement of outstanding/ Previous years Audit

objections10) Para on Coverage of Audit of VECs receiving grants of

more than Rs.One lakh per year.

Some deficiencies were observed in the Audit Report submitted by the States societies.

Format of Utilization Certificate / Balance Sheet/Expenditure & Income Account/ Receipt & Payment accounts, FMR-I, II & III and Consolidated Annual Financial Statement should be as given in the Financial Management & Procurement Manual.

Large number deviation have been observed. Some states are using different format for preparing these statements.

Mismatch of Data: Utilization Certificate / Balance Sheet/ Expenditure & Income account and Receipt and payment accounts are basic documents and should be finalized first while FMR-I, II & III and consolidated annual financial statements are derived information / records. Data in all these statements should be consistent and uniform.

Number of statements to be included in the Audit Report (i) Utilization Certificate for

13th Finance Commission Grants SSA+NPEGEL Grants KGBV Consolidated for the entire programme (SSA,

NPEGEL & KGBV)(ii) Balance Sheet / Expenditure and income accounts/

receipts and payment accounts SSA+NPEGEL Grants KGBV Consolidated for the entire programme (SSA,

NPEGEL & KGBV)(iii) Utilization Certificate Separately for Capital Head and

General Head

Format as given in FM&P annexures generally not being followed. Many states have different or evolved their own format.

Mismatch of Data:

(i) Advances details of outstanding advances as on 31st March 2013 has mentioned in Utilization Certificate and Balance Sheet is given below:

S. No. Name of the State/UTs Outstanding Advances as on 31.3.2013

(as per UC)

Outstanding as per Balance Sheet as on

31.3.2013

1.      A& N Islands 922.45 922.45

2.      Andhra Pradesh 29731.60 24151.07

3.      Arunachal Pradesh Audit Report Awaited

4.      Assam 1262.91 1262.91

5.      Bihar 791371.05 757342.27

6.      Chandigarh (UT) 483.78 483.78

7.      Chhattisgarh 59122.52 128826.20

S. No. Name of the State/UTs Outstanding Advances as on 31.3.2013

(as per UC)

Outstanding as per Balance Sheet as on

31.3.2013

8.      D&N Haveli 157.58 157.58

9.      Daman & Diu 333.46 333.46

10.   Delhi 1078.26 1396.63

11.   Goa 279.59 279.79

12.   Gujarat 2359.95 2261.37

13.   Haryana 46318.69 45514.03

14.   Himachal Pradesh 3233.72  

S. No. Name of the State/UTs Outstanding Advances as on 31.3.2013

(as per UC)

Outstanding as per Balance Sheet as on

31.3.2013

15.   Jammu & Kashmir 105604.25 97298.03

16.   Jharkhand 0.00  

17.   Karnataka 4775.59  

18.   Kerala 3612.17 3612.17

19.   Lakshadweep 103.95 596.42

20.   Madhya Pradesh 133976.62 251485.66

21.   Maharashtra 33969.05 52200.97

S. No. Name of the State/UTs Outstanding Advances as on 31.3.2013

(as per UC)

Outstanding as per Balance Sheet as on

31.3.2013

22.   Manipur 3251.53 2136.01

23.   Meghalaya 3138.60 3138.60

24.   Mizoram 1.20 0.00

25.   Nagaland Audit Report Awaited

26.   Odisha 171559.55 188130.39

27.   Puducherry 85.15  

28.   Punjab 28255.81 27416.74

S. No. Name of the State/UTs Outstanding Advances as on 31.3.2013

(as per UC)

Outstanding as per Balance Sheet as on

31.3.2013

29.   Rajasthan 15703.96 16500.67

30.   Sikkim 503.08 503.08

31.   Tamil Nadu 6367.99 6374.85

32.   Tripura 4472.91 4472.91

33.   Uttar Pradesh 31024.36  

34.   Uttarakhand 1543.21  

35.   West Bengal Audit Report Awaited

Outstanding advances as per UTILIZATION CERTIFICATE on 31.3.2013 is MORE / EQUAL/ LESS as compared to outstanding advances indicated in the BALANCE SHEET as on 31.3.2013.

Unspent Amount:Unspent amount, cash in bank and hand and outstanding advances as per Utilization Certificate as on 31.3.2013 is for the 35 States/UTs:

S. No.

Name of the State/UTs

Outstanding Advances

as on 31.3.2013

(as per UC)

Unspent Amount as on 31.3.2013 (as

per UC)

Cash in Bank/Hand / Transit as on 31.3.2013 (As per Balance

Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

1.      

A& N Islands 922.45 1329.4 406.95 No

2.      

Andhra Pradesh 29731.60 45450.94 5094.54 No

3.       

Arunachal Pradesh Audit Report awaited

S. No.

Name of the State/UTs

Outstanding Advances

as on 31.3.2013

(as per UC)

Unspent Amount as on 31.3.2013 (as

per UC)

Cash in Bank/Hand / Transit as on 31.3.2013 (As per Balance

Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

4.       Assam 1262.91 9268.25 10149.55 No

5.      Bihar

791371.05 847113.12 67040.51

Unspent Balance =

Cash in Hank/ Bank +

Outstanding Advances - Liabilities

6.       Chandigarh

483.78(BS) 2300.3 2300.3 No

S. No. Name of the State/UTs

Outstanding Advances

as on 31.3.2013

(as per UC)

Unspent Amount as on 31.3.2013 (as

per UC)

Cash in Bank/Hand / Transit as on 31.3.2013 (As per Balance

Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

7.    Chhattisgarh 59122.52 81000.18 21877.66

Unspent Balance = cash +outstanding

advances8.      

D&N Haveli 157.58 610.81 485.22 No

9.      

Daman & Diu 333.46 127.37 127.37 No

10.  Delhi 1078.26 2857.51 1385.17 No

11.    Goa279.59

(BS) 134.84 134.84 No

S. No.

Name of the State/UTs

Outstanding Advances

as on 31.3.2013

(as per UC)

Unspent Amount as on 31.3.2013 (as

per UC)

Cash in Bank/Hand / Transit as on 31.3.2013 (As per Balance

Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

12.    Gujarat 2359.95 10167.81 12698.47 No

13.    Haryana

46318.69 (CAFS) 8699.58 10367.86 No

14.   

Himachal Pradesh 3233.72 4774.24 4763.53 No

15.   

Jammu & Kashmir   7158.23 15464.45 No

16.    Jharkhand        

S. No.

Name of the State/UTs

Outstanding Advances as on 31.3.2013 (as per UC)

Unspent Amount

as on 31.3.2013

(as per UC)

Cash in Bank/Hand / Transit as on

31.3.2013 (As per Balance Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

17.   Karnataka 4775.59

15111.68 14380.4  

18.    Kerala 3612.17 8825.68    19.    Lakshadweep 103.95 36.5 36.520.   

Madhya Pradesh 133976.62

137901.66 32315.42 No

21.    Maharashtra 33969.05

53683.81 19714.76 No

S. No.

Name of the State/UTs

Outstanding Advances as on 31.3.2013 (as per UC)

Unspent Amount

as on 31.3.2013

(as per UC)

Cash in Bank/Hand / Transit as on

31.3.2013 (As per Balance Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

22.    Manipur 3251.53 12964.2 11586.7 No

23.  Meghalaya 357.42 4140.08 6470.4 /

24.    Mizoram 1.2 913.56 912.36

Unspent Balance = Cash in Bank + Outstanding Advances

S. No.

Name of the State/UTs

Outstanding Advances as on 31.3.2013 (as per UC)

Unspent Amount

as on 31.3.2013

(as per UC)

Cash in Bank/Hand / Transit as on

31.3.2013 (As per Balance Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

25 Nagaland Audit Report awaited26 Odisha 171559.55 991.59    27 Puducherry 85.15 196.88 61.72 No28 Punjab        29 Rajasthan 15703.96 2860.93    

30 Sikkim 503.08 1046.7 590.07

cash + outstanding advances (approx)

S. No.

Name of the State/UTs

Outstanding Advances as on 31.3.2013 (as per UC)

Unspent Amount

as on 31.3.2013

(as per UC)

Cash in Bank/Hand / Transit as on

31.3.2013 (As per Balance Sheet)

Relationship between Cash in Hand / Bank &

Unspent Balance

31.    Tamil Nadu 6367.99 9510.89 9510.88 No32.    Tripura 4472.91 593.85 1451.1 No33.    Uttar Pradesh 31024.36

71516.74 62092.69 No

34.    Uttarakhand 1543.21 1428.08 1428.08

35. West BengalAudit Report awaited

Unspent amount / unspent balance / un-utilized amount terms are used in the Utilization Certificate.

How this un-utilized amount is worked out

Un-utilized amount = Bank Balance (Bank + Cash) Un-utilized amount= Bank Balance +Outstanding

Advances Un-utilized amount= Bank Balance+ Outstanding

advances – current liabilities

Sikkim has adopted its own method of calculation i.e.

Unspent Balance More than / Equal to /less than Bank Balance (Bank+Cash)

Further amount which has been utilized for the purpose for which it was sanctioned (as stated in Utilization Certificate) normally means expenditure incurred during the year as per books of accounts but in some states this amount does not tally with expenditure incurred during the year.

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