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No. STK/23/Monitoring of Losses/Corresp./2014-15! "3?- 3 Dated :23.12.2015

Circular No. 3/2015

SUBJECT: INSTRUCTIONS REGARDING JOINT VERIFICATION OF HIGH TIL CASES.

Dispatching regions/districts are deputing joint verification squads on case to casebasis,to the receiving centres showing high percentage of transit losses. However, there are noprescribed guidelines for deputing teams for JVs and the procedure to be followed for the JVprocess.This has oftenly resulted into unnecessary blame game, confusion and fixingresponsibility upon the dispatching or receiving depots is left to the discretion of GM {R}/AreaManager concerned.

In order to streamline entire joint verification process/procedure, a committee of GMswas constituted by the Competent Authority and based on their findings/recommendations,following guidelines are hereby laid down to be meticulously followed by all.

General Guidelines

1.1 The JV should invariably be conducted for rakes showing TL more than 1.00 %. In all such

cases, the Area Manager of recipient depot shallintimate to the dispatching depot and the

area manager, the quantum of TL recorded at his end within 24 hours of unloading of the

rake. The Area Manager of the dispatching depot shall issue notice for joint verification upon

the concerned officials with the instruction to proceed immediately for the JV.

1.2 The joint verification for losses in cases of TL falling between 0.75 % to 1.00 % ,may be

decided by GM (R) of recipient region ,on case to case basis, looking to the general trend of

TL reported from the particular depot as well as the overall losses being reported in the

region.

1.3 The EDs (Zone) will be competent to order joint verification for any consignmentas per their

discretion. The ED (Zone) may also fix a zonal level cut off for conducting JV based on the

average transit losses reported in the Zone during previous six months. This may also act as a

broad guiding principle for the GMs to decide on the Joint Verification in respect of cases

where the losses are higher than 0.75% but less than 1.00%.

1.4 The Area manager of the dispatching and recipient districts shall be competent to nominate

the members for JV representing their district. However GM (Region) and ED (Zone) of both

ends may also exercise these powers and constitute JV teams by drawing officials from other

districts or regions, as the case may be, wherever found necessary.

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2. The Process of joint verification and the duties and responsibilities of dispatching and receivingend officer/officials.

The joint verification team should proceed in the following manner.

2.1 Once decision has been taken by the competent authority to conduct JV, the receiving depot

in-charge shall freeze the stocks for joint verification.

2.2 The Competent Authorities of the recipient and dispatching center shall nominate the

members and issue written office order to the respective teams for joint verification. It is

suggested that JV team may invariably include one of the ICCS member who certified the

loading/ unloading, as the case may be.

3. Time Limits

The following time limits for the process shall be adhered to:

3.1 Intimation of high losses- the losses should be declared and intimated to dispatching center,

within 24 hrs of release of rakes. If the TL is not declared within 24hrs of unloading/ weighment

of rake, the responsibility of high losses shall lie with the receiving depot in charge.

3.2 Freezing of stocks- The stocks showing TL more than 1.25% shall be freezed for 7 days after

initial intimation. If the JV team does not reach or intimation about their arrival does not reachthe recipient end within these 7 days, the stocks can be issued and the responsibility of losses

shall lie on dispatching depot. If exigency of PDSdemands issue of stocks within the period of7 days the same can be done with prior permission of concerned GM (R) of recipient depot.

However in such cases, stocks shall be issued in the presence of a team deputed by the District

Office/Regional Office concerned. In any case the maximum limit for conducting jointverification shall be fifteen days from the date of receiving intimation from recipient end.

3.3 It will be responsibility of JV team members to submit their report immediately through e-mail

from consignee depot itself to consignor/consignee Area Manager and consignor Manager

(Depot) immediately. In any case report of JV should be submitted within 7 days from the date

of completion of the JV.

4. Identity of stocks

The stocks involved in high T/L cases should be stacked separately as far as possible. The Stocksmoved by long distance road movement from Rail-head, should be freezed at receiving depotfor JV. In case separate stacking of full rake is not possible due to any constraints, maximumpossible stocks (In any case not less than four stacks) should be stacked separately. If none ofthe stack is kept separately with specific identity, the joint verification shall not take place andthe responsibility shall remain with the recipient depots.

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5. PV of Stocks

In respect of cases where abnormal Full Bag Shortages (FBS) are reported, the JV team shallhave authority to conduct peripheral PV of the entire stocks unloaded from particular rake. Incase the JV team is of the opinion that certain bags might be stacked in adjacent stacks inparticular chamber/shed the peripheral PV of entire chamber/shed/depot may beundertaken. If receiving depot does not provide stock declaration (stack wise census list)within 24 hours the responsibility of full bag shortage will be on the receiving depot.

6. Selection of stacks and weighment of stocks

The JV team will select the stacks for JV in following manner.

6.1 The depot in- charge shall provide stack-wise details of stocks unloaded from the particular

rake in format given in Annexure-I.

6.2 The members from both dispatch depot as well as recipient depot shall have the liberty to

select two stacks each as per their discretion. The JV team will give written intimation to the

Manager (D) of the selected stacks.

6.3 The JV team shall thoroughly inspect/Check the Weigh-bridge as per the format Annexure-II.

6.4 In case the weigh bridge is found faulty, the JV shall not be conducted. The receiving depot

shall be held responsible for the losses. The variation in weights permitted as per zero error

shall only be allowed.

6.5 Weighment

The stocks shall be weighed and results recorded in format given in Annexure-III.

7. Role and responsibility of individual officers / officials:

7.1 Area Manager of receiving depot

The AM of receiving depot, shall be responsible for smooth conduction of JV exercise.The AM shall provide all assistance to the team.

7.2 Area Manager of dispatching center

The AM of dispatching Centre shall be responsible for nominating the team in timebound manner. The AM shall also liaise with the AM of receiving depot for smooth JV ofstocks.

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7.3 The JV team

The JV team shall operate in fair and transparent manner. The JV team shall not leave thestation without completing the JV exercise. In case, the members from either side of theJV team leave the JV mid-way, the responsibility of losses shall be fixed on them withoutany further investigation by respective Competent Authorities within one month.

7.4 The recipient depot

The recipient depot in-charge and other officials will be responsible for smooth completionof JV exercise. The non-completion of JV exercise due to their non-cooperation shall betreated as misconduct.

7.5 The Regional Offices

GM (R) of dispatching and receiving centres are expected to supervise the conducting ofjoint verification in fair and transparent manner.

8. Dispute resolution

For resolving any dispute that may arise during the course of Joint Verification, the followingsystem may be put in place:

8.1 The routine logistics issues shall be settled by local Area Manager. However, ifthe JV team still has

a dispute of any unfair practice/ non-cooperation, they can file appeal to GM (Region) of Receiving

Region. The appellate authority may then depute a responsible officer from the RO/ alternateDistrict, (not less than AGM) to the center or resolve the dispute telephonically. The decision of

the appellate authority shall be final and binding on both the parties. The appellate authority is

expected to be fair and equitable. In the event, 2 stacks selected by both the teams have giventotally contradictory results, the appellate authority may pick up a stack randomly out of the totalstacks available and that will be weighed to arrive at conclusive findings.

8.2 The appellate authority is expected to behave without fear and favour. In case the conduct of

appellate authority is blatant and questionable the JV team shall report the same to ED (Zone) ofboth recipient and dispatch regions and the same shall be subject matter of vigilance investigation.

9. Follow up

The losses so declared in the joint verification shall be final. The delinquent officials maybe proceeded against appropriately. The Regional Offices/Zonal Offices and stocks division of FCI,Hqrs. shall monitor conducting of JV in the KPIformat given in Annexure-IV.

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In cases where any official deputed to undertake Joint Verification refuses to sign thereport without valid justifications, disciplinary action shall be initiated against them.

All communication during the process of Joint Verification shall be made through e-mail

only. In case e-mail cannot be used due to unavoidable circumstances fax may be used as

a matter of exception.

This instructions shall be applicable w.e.f. 01.01.2016.

This issues with the approval of Competent Authority.

~~r" ~~').'b .\ ).y~

urag Gupta)GM (Stocks)

Distribution:

1. Executive Director (Zone). FCI Zonal Office (North/ West/ South/ East/ N.East)

2. All EDs/ CGMs/ GMs of FCI. Hqrs. New Delhi.

3. All GMs (Region).

4. PSto CMD.

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Annexure -I

SI.No. Stack No. No. of Bags Receipt Gunny consumed/Released (ifWt.* any)

* As per stack ledger.

Annexure - II

Whether "ZERO" check of Lorry

A. weigh bridge conducted? Give Details

Whether accuracy of LWB was crosschecked with pro-weights of at least 1B. MT? Give cross check details.

c. Whether the weigh bridge is stamped.

Whether one truck load of stocks wascross tallied by weighing on Platform scaleD. and Weigh bridge

Result of Joint Verification Annexure - IIIDes. Receipt Issue /Test Transit toss" Actual Transit loss# Gunny Gunny Date of Date of Period of Disp. Receipt Issue

Stack No. Weight Weight Check weight Weight Percentage Weight Percentage consumption release receipt Issue Storage Moisture Moisture Moisture

1 2 3 4 S 6 7 8 9 10 11 12 13 14 IS

Bags1 Weight

Av. Wt.Bags

2 WeightAv.Wt.

Bags3 Weight

Av.Wt.

Bags4 Weight

Av.Wt.

• Declared by Consignee while unloading of rake.

# Tl arrived during N.-

• . , .." w ,_."",

Remarks by the JV team

Observation of the members from Consignor End

Observation from the members of the consignee end

Conclusions of the Joint Team, if any

CONSIGNOR TEAM CONSIGEETEAM

Signature Signature

Name Name

Designation Designation

Signature Signature

Name Name

Designation Designation

Signature Signature

Name Name

Annexure - IV

a). For recipient region

SL.NO Region No. of rakes showing TL more than No. of JV teams No. of cases where losses are No. of cases Reasons1.0% since the beginning of the FY deputed Ireceived established due to fault of the where for non-

recipient Region action follow upinitiated

b). For dispatching regions

SL.NO Region No.of rakes showing TL more than Cumulative No. of No. of JV teams deputed No. of cases Reasons1.0% in the last month rakes showing TL where losses are for non-

more than 1.0% since established due follow upthe beginning of the to fault of theFY dispatching

Region

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