Inspection of SDO Offices - some tips

• Huge cash balance is undesirable. In unaviodable situations like cash drawn for Election Vehicle payment, honorium, compensation for disaster relief, bird flu etc not likely to be disbursed immediately as the list is incomplete or disputed; it is better to keep liquid cash in the form of bank instrument. What DDO can do is to prepare draft of liquid cash not likely to be disbursed in a month's time in small amounts for easy encashment. Treasury branch of banks don't charge for this.
• No self drawn cheque should be kept uncashed, rather, cash should be disbursed early.
• Undelivered cheques list can be put on nottice board each month.
• All bills of suppliers/ vendors must be claimed within two months of supply and noted down in pending bill register serially so that payments are made on availability of funds on first claimed first payment basis. Bills of fuel charges/ hire charges of vehicle must also be claimed and recorded in the same way.
• Caste certificate application disposal is good and appreciated. SDOs must cheque the time taken at BDO office, GP for enquiry, submission to SDO office after Inspector's signature, time taken by SDO office. It is noted that general time taken at BDO's end is more than two months, even four months. Again in SDO office it takes more than four weeks. School level camp performance is not very good.
• Executive Magistrate court case disposal quality, order writing and NGR case investigation/ inquiry has further scope to improve. SDO must also hear cases under preventive sections of CrPC.
• Public grievance through mass hearing needs to be started in all Subdivisions. Tehatta result of 13 cases on single day mass hearing is appreciated.
• Unadjusted advances of Panchayat Election funds, Loksabha elections, relief funds and bird flu is a big financial irregularity noticed in SDO offices. Treasury should not pass the bills without written undertaking by DDO that adjustment of more than 60 days advances shall be done by next month. Most of the audit paras are related on this issue.
• EROs must personally check maintenance of continuous updation register once a month and ensure that the processes are followed as per guidelines.
• Stock of blankets/ chidren garments in SDO offices must be distributed well before the winter, instead keeping these articles for decay.
• Registers related to allotments, suballotment etc must be updated and signed by DDOs.