1. CONCURRENT AUDITORS TO PLEASE GO THROUGH THE ENCLOSED GUIDELINES
THROUGHLY.
MOST IMPORTANT : ON THE MONTH ENDING MARCH / JUNE / SEPTEMBER
& DECEMBER , ONLY QUARTERLY REPORT IS TO BE SUBMITTED. NO
MONTHLY REPORT IS TO BE PREPARED FOR THE MONTH ENDING MARCH /
JUNE / SEPTEMBER / DECEMBER
Index PAGE No
1. Objective & scope of concurrent audit 2-3
2. Audit check list and other general guidelines 3-6
3. Details of Reporting format of Monthly / quarterly report 6-9
And guidelines for Flash / Special report & confidential report
- MONTHLY / QUARTERLY REPOTING FORMATS ARE BEING GIVEN IN THIS
CD SEPARATELY
(PLEASE NOTE FLASH REPORT IS TO BE SUBMITTED EVERY MONTH
EVEN IF IT IS NIL)
4. Format of forwarding letter of concurrent audit report for the month /quarter ended 10
5. Format of Completion report 11
6. Attendance certificate 12
(CERTIFICATE AS PER ANNEXURE- X, Y & Z IS NECESSARILY TO BE
ATTACHED WITH THE BILL FOR PROFESSIONAL FEE BEING SUBMITTED TO
RESPECTIVE ZONAL INSPECTORATES DULY SIGNED BY CCA & BRANCH
MANAGER ALONGWITH FRC OF PREVIOUS MONTH)
7. Guidance list of Serious irregularities – Relating to General routine 13-32
and house keeping
8. Guidance list of Serious irregularities—relating to credit management 33- 59
9. Group Heading of serious irregularities- Relating to General routine 60-61
and house keeping
10. Group Heading of serious irregularities -- relating to credit management 62-63
11. Instructions for revenue audit 64-65
12. Role of CCA in prevention and detection of frauds 66-67
13. Addresses of Zonal Offices and Zonal Inspectorates 68
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2. CHAPTER 1
Objectives and Scope of CONCURRENT AUDIT
BACKGROUND
RBI directed all the banks to introduce system of concurrent audit for the first time in 1993 based
on the recommendations of Ghosh committee on frauds and malpractices in Banks.
Subsequently, a working group headed by Mr. Jilani, CMD of Punjab National Bank,
recommended some improvements in the system of concurrent audit in the Banks. Thereafter,
RBI issued fresh guidelines vide its circular dated 14th August 1996 to make the system of
concurrent audit in the Banks more effective .RBI issued another circular on 12th August 1997 in
connection with enlargement of scope of concurrent audit to cover FOREX transactions.
OBJECTIVES OF CONCURRENT AUDIT
1.With a view to bringing about an ongoing improvement in the standard of internal House
Keeping and identifying areas of weakness and deficiency and with a view to energizing the
process of rectification, this system of audit has been introduced at selected branches. The object
is to carry out certain audit tasks on an on going basis. The Concurrent Auditor has been
provided as a special resource to the Branch Manager/Officers Incharge of different department.
2. To shorten the interval between transaction and its examination by an independent person not
involved in its documentation. Improve functioning of the branch leading to improvement in its
performance and prevention of frauds. Concurrent audit is essentially a management process
integral to the establishment of sound internal accounting functions and effective controls and
setting the tone for a vigilant internal audit.
Concurrent audit is an examination, which is contemporary to the occurrence of transaction or is
carried out as near to it as possible. Thus concurrent audit is a regular process that has to be
carried out round the year at a branch on an on going basis. Concurrent audit is an independent
appraisal activity conceived as a systematic examination of all financial transactions at a branch
to ensure accuracy and compliance of internal systems and procedures as laid down by the bank.
It aims at minimizing the incidence of serious errors and fraudulent manipulations.
3. To supplement the efforts of the bank in carrying out simultaneous internal checks of the
transactions and compliance with the laid down system and procedure of the bank. Perform
substantive checking in key areas and on the spot rectification of deficiencies to preclude the
incidence of serious errors and fraudulent manipulations.
SCOPE OF CONCURRENT AUDIT
Concurrent auditor is required to check that:
Transactions are properly recorded documented and vouched.
Spot rectification of the irregularities and implementation of system and procedure of the bank.
To perform this job effectively and efficiently he must be aware of the latest guidelines issued by
the bank as well as RBI. He should also be well versed with the functioning of different deptts at
the branch.
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3. A concurrent auditor should not sit on judgment /decision taken by the Branch Manager or an
authorized official of the branch. As concurrent auditors are not meant to interfere or block the
day-to-day working of the branch. The purpose of their presence is to provide a second look on
the operations. The concurrent auditors will have to essentially see whether the transactions or
decisions are within the policy parameters of the bank and RBI. And that they are within the
delegated authority and in compliance with the terms and conditions for exercise of such an
authority. He has also to see in case of sanctions received from higher authorities that terms and
conditions of such sanctions are duly complied with.
In very large branches having different sections dealing with specific activities concurrent
auditor is a means to the incharge of the branch to ensure that the different sections do function
within laid down parameters and procedures on an ongoing basis.
Whenever serious irregularities are observed these have to be immediately reported to H.O.
Inspection Deptt. as well as concerned Zonal Office. Irregularities having vigilance angle have
to be reported to H.O. Vigilance Department.
In case of observation of i) Acts of corruption and bribery on the part of branch officials ii)
frauds /misappropriation iii) abuse of power to get pecuniary benefits at the expense of the bank
iv) any other malpractices, the concurrent auditor shall not include these incident in his regular
report but, after discussion with the Branch Manager, shall report such facts by way of a special
confidential report to H.O. Inspection Deptt./ HO Vigilance Deptt.
PROCEDURAL ASPECTS OF CONCURRENT AUDIT
Our bank, based on the guidelines from RBI, has framed a policy for concurrent audit of the
selected branches of the bank. Administrative control over Concurrent auditors is to be exercised
by respective Zonal Inspectorates.
Areas required to be covered under concurrent audit
Concurrent Auditors are required to check the entire working of the branch covering 100%
transactions. An illustrative list of the areas covered under concurrent audit is as under;
a) Cash
Daily cash transactions with particular reference to any abnormal receipts and payments.
Proper accounting of inward and outward cash remittances.
Proper accounting of Currency Chest transactions, its prompt reporting to the RBI.
Expenses incurrent by cash payment involving sizeable amount.
b) Deposits
Check the transactions about deposits received and paid.
Conduct percentage check of interest paid on deposits including calculation of interest on large
deposits.
Check new accounts opened particularly current accounts. Verify operations in new current/SB
accounts in the initial periods to see whether there are any unusual operations.
c) Advances:
Verify that loans and advances have been sanctioned as per standing guidelines of the bank. (i.e.
after due scrutiny and at the appropriate level),
Verify whether the sanctions are in accordance with delegated authority.
Verify that securities and documents have been received and properly charged/ registered.
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4. Verify that post disbursement supervision and follow up is proper such as receipt of stock
statements, instalments, renewal of limits etc.
Verify whether there is any misutilisation of the loans and whether there are instances indicative
of diversion of funds.
Check whether the letters of credit issued by the branch are within the delegated power and
ensure that they are for genuine trade transactions.
Check the bank guarantees issued, whether they have been properly worded and recorded in the
register of the bank and that whether they have been promptly renewed on the due dates.
Verify proper follow up of overdue bills of exchange.
Verify whether the submission of claims to DICGC and ECGC is in time.
Verify that instances of exceeding discretionary powers have been promptly reported to
controlling/Head Office by the branch and have been got confirmed or ratified at the required
level.
Verify the frequency and genuiness of such exercise of authority beyond the discretionary
powers by the concerned officials.
Verify the CREDIT RATING done by the branch & ensure interest rates charged are as per the
Credit Rating allotted to the account.
d) Foreign Exchange Transactions
Check foreign bills negotiated under letters of credit.
Check FCNR and the other non resident accounts whether the debits and credits are permissible
under the rules.
Check whether inward/outward remittance have been properly accounted for.
Examine extension and cancellation of forward contracts for purchase and sale of foreign
currency. Ensure that they are duly authorized and necessary charges have been recovered.
Check that balances in Nostro accounts in different foreign currencies are within the limits as
prescribed by Head office.
Check that the overbought/oversold position maintained in different currencies is reasonable
taking into account the foreign exchange operations.
Check adherence to the guidelines issued by RBI/Ho about dealing room operations.
Check verification/reconciliation of Nostro and Vostro account transactions/balances.
100% checking of Form A1 & A2 & also of the documents evidencing export – Certificate to
that effect to be given every month by the Concurrent Auditor.
e) Housing Keeping:
Check that the maintenance and balancing of accounts ledgers and registers including clean cash
is proper.
Check reconciliation of entries outstanding in the inter branch suspense account (IBSA) and inter
bank accounts, Suspense account Sundry Creditors Account, DPWA account, Payment made on
account of other branches (POAB) account etc. Ensure early adjustment of large value entries.
Carry out a percentage check of calculations of interest, discount, commission and exchange.
Check whether debits in income account have been permitted by the competent authorities.
Check the transactions of staff accounts.
In case of difference in clearing there is a tendency to book it in an intermediary suspense
account (DNR A/C) instead of locating the difference. Examine the day book to verify as to how
the differences in clearing have been adjusted. Such instances should be reported to Head Office
in case the difference persists.
Detection and prevention of revenue leakages through close examination of income and
expenditure heads.
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5. Check cheques returned/bills returned register and look into reasons for return of those
instruments.
Checking of inward and outward remittances (DDs,MTs and TTs).
(f)Know Your Customer (KYC) norms AND anti money laundering (ALM) norms.
(for guidelines please refer to various circulars issued from HO P&D & HO Inspection, latest
being Circular No.246 dated 26.07.2008)
(g) NPA management.
Check that the early warning signals in the account are being picked up and immediate remedial
actions including marking the account as SMA is being done.
Check the follow up being carried out by the branch towards recovery.
Check that proper record of Technical write Off accounts is maintained.
(h)Contingent Liabilities.
Check Bank Guarantee / Letter of Credit portfolio of the branch and report.
(i) Environmental audit of computerised branches.
Submit report on the format given.
(j)Revenue Audit
Check and report as per format.
k) Other items:
In case of the branch has been entrusted with Government business, ensure that the transactions
are done in accordance with the instructions issued by Government, RBI and HO.
Ensure that the branch gives proper compliance to the internal inspection/other reports.
Ensure that customers complaints are dealt with promptly.
Verification of settlements HO returns, statutory returns and control returns submitted to ZO/HO.
The detailed functions of the Concurrent Audit as laid down above can be expanded further by
the Inspection Department (where necessary), depending upon the needs of the individual
Branch/Departments. The Branch Manager should impress upon the Officers Incharge of
different Departments the importance concurrent audit and the need for them to instruct/train the
staff under their control in laid down systems and procedures, wherever deficiencies are pointed
out by the Concurrent Auditor; in order to prevent recurrence of such irregularities.
Branches which are given special support of Concurrent Audit are expected to perform well
always from the audit stand point and the Branch Manager should ensure prompt compliance of
observations made by the Concurrent Auditor. If the Concurrent Auditor finds that the
observations are not complied with for any reason, he may record and submit to the Branch
Manager formal audit notes for rectification.
The services of the Concurrent Auditor (where he is the staff member of our bank) should not be
utilized for the following purposes;
a) Removal of deficiencies and rectification thereof which are the direct and distinct
responsibility of the concerned department heads.
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6. b) Relief duties/officiating assignment at the branch, even for brief periods.
c) Assisting/replacing the functions of any Officer/Manager at the branch.
Disposal of Audit notes submitted by the Concurrent Auditors.
Ordinarily the audit notes of the Concurrent Auditor should be effectively disposed of within a
maxium period of seven days by the concerned officer incharge. If an audit note is not disposed
of within this period, the Branch Manager should review the position and initiate appropriate
action. A review of the action initiated on pending audit notes should be taken by the Branch
Manager once in a week with a view to removing deficiencies pointed out.
The Branch Manager should make efficient and effective use of the services of the Concurrent
Audit provided to him as an additional resource for identifying the weakness in the various vital
areas of Branch working with a view to initiating proper remedial action. Unsatisfactory
performance by a branch having the benefit of the resource of Concurrent Auditor should be
viewed with great disfavour by the H.O. because such branches constitute the backbone of the
bank’s Business structure.
To enable Head Office to have a feed back on the effectiveness and the manner in which
Concurrent Audit is being carried out, the Concurrent Auditor should submit monthly and
quarterly reports as per the reporting formats given in Chapter 3 to the Branch Manager with a
copy to Zonal Manager and Head Office Inspection Department New Delhi indicating the
deficiencies noticed and the extent to which the position stands rectified especially the effective
disposal of audit notes within the prescribed time limits. Based on the monthly/quarterly reports
submitted by the Concurrent Auditors, Zonal Offices should examine the deficiencies noticed, in
order to take prompt remedial measures. The Zonal Office should issue suitable directions/time
bound programmes in the matter. Zonal Office should advise Head Office Inspection
Department every quarter, various steps being taken for making the system of Concurrent Audit
effective.
During regular inspection of a branch where Concurrent Auditor has been posted, the Inspector
will comment on the manner in which concurrent audit functions are being carried out at the
branch.
Concurrent Auditors should full familarise themselves with the provisions of the Inspectional
Manual and the Systems and Procedures, Audit checklists and the scope of audit scrutiny under
the Inspection Report Format for broadening their audit perspective and skills.
REPORTING FORMATS
During the course of Audit of Branches the Concurrent Auditors are likely to make observations
of varied nature. Some of the observations may be of the nature of ordinary short-comings or
deficiencies in observance of systems and procedures. Some may be of the nature of general
comments for the guidance of branches. But there may be some findings observed by the
Concurrent Auditors during the course of inspection which may require a different kind of
reporting in view of their seriousness, and to enable the controlling offices to act upon such
findings at the earliest available opportunity to set right the deficiencies. Guidelines for
furnishing such reports are given here below:
6
8. Special/Confidential Report:
Matters of grave nature such as shortage in cash or huge shortage in securities pledged or
hypothecated to the Bank which is likely to cause loss to the bank, large scale deviation from
sanction terms, short collection of interest and other income for sizeable amount in respect of
which immediate action is called for on the part of the Branch/Zonal/Head Office and also
observations pertaining to submission of claims under DICGC/ECGC have to be informed
immediately by way of Special/Confidential Reports (for detailed guidelines please see pages 17
to 19) to H.O. Inspection Department with a copy to Zonal Manager.
Quarterly Reports:
Quarterly reports will cover:
(i)Certificate of discussion with the BM Page no.1
(ii)Confirmation of receipt of the concurrent audit report by the BM Page no.2
(iii) Flash Report/ Special Report Page No.3-5
(iv) Executive Summary (including Development Report) Page no.6-9
(v) Quarterly Reporting formats – Ann.Q I to Ann Q XXXVII, which includes
Report on Foreign Exchange business ( applicable only for branches authorized to transact
foreign exchange business) - Ann.QIII & Ann QIV (Page No.14 to17)
Report on Leakage of Revenue – Ann QXV (page no.32 to 38)
Report on Compliance of KYC /AML guidelines - Ann.Q XXXIII (Page 60- 62)
Compliance Certificate - Ann.QXXXIV (page 63-65)
Income Tax / Service Tax deducted at source- Auditor Certificate- Ann.QXXXV (page 66-67)
Inspection of Units / Visit Reports of Accounts- Ann.QXXXVI & QXXXVII (Page no.68 to
74)
Report on Implementation of Fair Practice Code – Ann. QXXXVIII (Page no.75 to 78)
(vi) Environmental review of ALPM Branches/ EDP Audit of TBA branches) (Page No.79-85)
(vii) Report on Security arrangement at the Branch (page No.86 to 87)
(viii) FRC of last quarterly Concurrent Audit Report (page No.88)
ix) Report on Implementation of Official Language Policy
x) Half Yearly Review
Wherever the Auditors feel that the adherence to a particular system and procedure is of a critical
nature, non-compliance of the same can be covered as a serious irregularity and accordingly
covered in the monthly report. As system and procedures constitute the back bone of any
organization in general and banking industry in particular, due importance and adequate
emphasis has to be laid by the Auditors in their coverage in monthly/quarterly reports.
Brief comments should be given at the end of each Annexure with regard to steps taken by the
Branch for the rectification of irregularities and the suggestions by the Auditors to prevent
recurrence thereof ..
Confidential Reports:
There are certain special reports of Confidential nature where the copies should not be given to
the Branch. Such reports should be sent only to the Inspection Department with a copy to
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9. respective Zonal Office. Before drawing up the report, the Concurrent Auditor should have a
thorough discussion with the Branch Manager to ascertain all relevant points/facts on the subject
to be covered in the confidential report. The Concurrent Auditor should invariably furnish
therein his views/opinion/conclusions based on his findings.
The following are to be reported by way of confidential report:
a) Violation of IBA Ground Rules/Code of Ethics/Unethical practices resorted to in the
matter of deposit mobilization.
b) Observations, if any, from the angle of Limitation Act.
c) Observations, if any, regarding under stamping/non-stamping of Demand promissory
notes and the security documents.
General Guidelines regarding Special/Confidential Reports:
a) The concurrent auditor should not wait until the audit is concluded to submit Special/
Confidential reports. They should be sent as and when the irregularities are observed.
b) Where the grave irregularities are already brought to the notice of and controlling
authorities are seized of the matter, Concurrent Auditors may record their observations in the
Monthly report itself alongwith the observations on the action taken by the branch regarding
instructions received from ZO/HO Inspection Department.
c) All Special reports submitted should be referred to in the Quarterly audit report under
relevant head and also in covering letter of the Quarterly audit report specimen of which is
marked as Annexure X in the guidelines to be adhered to by the Concurrent Auditor.
d) In case of observations acts of (i) bribery/corruption on the part of the branch officials (ii)
frauds/mis-appropriations (iii) abuse of power to get pecuniary benefit at the expense of the bank
(iv) improper use of discretionary powers (v) undue favouritism and nepotism (vi) any other
instances of malpractices, the auditors shall not report the same in their audit report, but shall
discuss the same with official concerned and shall report such facts by way of confidential letter
addressed to the Dy. General Manager (I), New Delhi.
e) If there are any matters of confidential nature involving the working of the personnel of
the branch, such matters also need not be reported in the audit report, but the same shall be
discussed with and the fact of such discussion be reported by way of a Confidential letter
addressed to DGM Inspection.
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10. ANNEXURE- X
FORMAT OF FORWARDING LETTER OF
CONCURRENT AUDIT REPORT FOR THE MONTH /QUARTER ENDED
From To
The Deputy General Manager (I)
--------------------------- H.O. Inspection Department
New Delhi.
---------------------------
Dear Sir,
Sub: Concurrent Audit Report of _____________ Branch ___________ covering the
Period from ______________ to ______________.
I/We submit herewith the quarterly concurrent audit report in original in respect of captioned
branch. After discussion of the findings with the branch Manager, duplicate copy of the report
has been handed over to him for taking expeditious steps to set right the irregularities mentioned
in the report.
We confirm having mailed the copy of the report to Z.O. & Zonal Inspectorate / HO Inspection
(in case of quarterly report)
We also confirm of having strictly adhered to the instructions given in the guidelines regarding
coverage, norms, coverage area and also as per the printed report formats and the Audit
Checklist provided to us for the purpose of Concurrent Audit.
Yours faithfully,
Chartered Accountants/Concurrent Inspector.
10
11. ANNEXURE – Y
FORMAT OF COMPLETION REPORT
From To
The Deputy General Manager (I)
--------------------------- H.O. Inspection Department
New Delhi.
---------------------------
Dear Sir,
Sub: Quarterly Concurrent Audit Report of _____________ Branch for the Quarter ending
__________.
The subject audit was taken in hand on ____________ and completed on __________. We
confirm that the important major functions of the audit like scrutiny of loan papers, review of
accounts etc. are being seen by Sh. ______________ who is/are practicing chartered accountants
and have utilized the services of our Assistants who are not practicing Chartered Accountants
only for the purpose of our assistance to carryout minor functioning like totaling, verification of
balancing etc.
Name of the Auditors who Period covering the report from
Are conducting audit work
1
2
3
4
5
Names of assistants with qualifications and status who accompanied auditors for auditing work
1.
2.
3.
4.
Yours faithfully,
Auditors
Date:
We certify that he above information furnished by the auditors is correct.
BRANCH MANAGER
11
12. ANNEXURE- Z
ATTENDANCE CERTIFICATE
( THIS CERTIFICATE IS TO ACCOMPANY THE PROFESSIONAL FEE BILL TO BE SENT
TO RESPECTIVE ZONAL INSPECTORATE)
1. B.O. __________________________
2. Month _________________
3. CA’s Firm Name ____________________________
4. Number of working days in the above month _____________
5. No.of days of visit of the assistant(s) ______________
6. Date(s) when the Assistant(s) visited the branch _____________
_______________________________________________________________
7. Name of the Assistant(s) who visited the branch _________________________
8. Name of the Partner/Prop.(CA) who visited the branch:
__________________________________________________
9. Date(s) when the Partner/Prop.(CA) visited the branch ________________
BRANCH MANAGER CONCURRENT AUDITOR
BO NAME
DATE DATE
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13. CHAPPER II
General routine and House keeping
Audit Check List - A – I
Cash (1100)
110001. Have you physically verified cash in hand ?
110002 Whether it tallies with detail book ?
110003. Have you verified cash scrolls for receipts, token books for payments ?
110004. Have you verified that no paid cheques/debit vouchers held alongwith the cash
purporting to represent payments made but not yet brought into account.
110005. Have you verified that cash and other valuables are being checked by Zonal
Office? (Dates of last two checkings be given as per annexure-I).
110006. Whether late receipts/payments are regular features at the branch.
110007. Whether entire cash is being checked by the Manager at regular intervals atleast
once in a month and whether a record of such verification is being maintained?
110008. Whether soiled notes held are within reasonable limit and these are exchanged
at the RBI/Currency Chest at regular intervals ?
110009. Are you satisfied that cash bundles are stitched with prescribed cash slips and
signed in full by the cashier/officer concerned ?
110010. Whether proper record is maintained for recording instances of shortage or excess
cash found with proper explanation and wherever necessary reported to ZO/HO ?
110011. Whether cash brought over to the counter normally does not exceed the usual
requirements ?
110012. Whether cash is held under joint custody of Manager and Cashier/Officer ?
110013. Whether all the terms and conditions in regard to insurance of cash in safe
and in transit are being complied ?
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14. 110014. Whether duplicate set of keys of strong room and cash safe etc. were
withdrawn during inspection.
110015. Whether the same were brought in use and exchanged in your presence ?
110016. Whether replaced set of keys is lodged back ?
110017. Whether effective follow up of the entries outstanding under Cash Remittance
is being done for their immediate adjustment.
110018. Have you verified that the slips on bundles consisting of notes of denomination of
Rs.500/-, Rs.100/-, and Rs.50/- are duly signed by the cashier and countersigned by the
Manager/Branch Incharge ?
TOKENS
110019. Whether the branch is following the systems of tokens and tokens not in use are
kept in the safe ?
110020. Whether all the tokens in use are kept under lock and key of the authorized
officials at the close of business?
110021. Whether branch is maintaining pass book for recording issue of tokens to
ledger keepers and cashiers against their initials ?
110022. Whether proper entries are made for tokens received back at the close of business
from the cashiers, ledger keepers and departmental incharge against initials ?
110023. Whether proper recording is done regarding lost tokens ?
110024. Whether adequate efforts have been made to recover lost tokens ?
110025. Whether ZO/HO have been informed regarding lost/missing tokens for
circulation to other branches ?
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15. CASH MANAGEMENT (1101)
110101. Have you satisfied that correct assessment of daily cash requirements is made
by the BM ?
110102. Have you verified that minimum cash balance is maintained by the branch for
daily transactions?
110103. Have you satisfied that proper utilization of cashier manpower including paying
cashiers is made for sorting and bundling of notes denomination-wise ?
110104. Are you satisfied that the cashier staff has full day’s job and that hey attend and
leave the office according to scheduled working hours ?
110105. Are you satisfied that the branch is depositing surplus cash (if not otherwise
disposed of) with the nearest branch/currency chest/RBI/SBI etc. (Inspectors should furnish
figures of average cash holding on fortnightly basis as against the Retention Limit fixed for the
branch since the date of last inspection as per Annexure VIII)?
110106. Have you verified that entries relating to remittance in transit are reversed within
the prescribed period ? List of entries outstanding for more than 10 days should be furnished as
per Annexure 1 (e)
110107. Whether adequate escort is provided for transit cash remittances in accordance
with HO Security Department Circular No.1/93 dated 16.03.1993?
110108. Does the branch furnish weekly statement to ZO in respect of cash movement as
per HO Accounts Deptt. Circulatory letter No. 15/93 dt. 09.06.1993 ?
110109. Whether cash remittance and cash drawn registers maintained ?
110110. Miscellaneous
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16. PETTY CASH, POSTAGE, TELEGRAM, STAMPS IN (1102)
HAND/EMBOSSED STAMPS ETC.
110201. Whether balances in petty cash, postage and stamps in hand as on the date
of inspection tally with GL.?
110202. Have you physically counted the adhesive stamps and stamp papers/forms
and tallied with balances in GL ?
110203. Have you verified that the branch maintains adequate stock of stamp forms?
110204. Whether proper register is maintained by the branch in this regard ?
110205. Have you physically verified all the unused/unissued cheque books/draft books,
MC books, FDR Books and other security forms with the record and found that no security form
is missing (in case of any shortage, inspecting officer must inform ZO/HO(I) with the following
details). Have you further verified that all security items are kept under the joint custody of BM
and second man and are also released jointly to prevent fraud?
Form No./Cheque No. Nature of security form
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17. BALANCING OF BOOKS (1103)
110301 Whether the branch has a satisfactory procedure of balancing of the books
at prescribed periodical intervals?
110302 Whether office orders are issued invariably on or before the last Friday of every
month for the tallying of balances and the same are got noted from the concerned
clerks/officers?
110303 Whether branch maintains a proper record of the periodical balancing of books
and the balance books are duly signed by the clerks, officers and Manager ?
110304 Whether all the balances are tallied upto date (if not attach a list of untallied
balances as per Annexure II) mentioning clearly GL/PL Balances and the difference as on the
latest date/month for which balances have been taken down and tallied ?
110305 Whether progress made in clearing arrears in balancing satisfactory ?
110306 Whether pending balances being tallied with common difference ?
110307 Whether books are generally balanced by persons other than those handling them?
110308 Whether folio numbers and names of the account holders are being written in
balance books and totals/cuttings/alterations etc. are duly authenticated ?
110309 Whether subsidiary books are maintained and tallied with GL every month
(for Saving Bank & Current Accounts) ?
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18. DEPOSIT ACCOUNTS (1104)
110401 Whether minimum required balance is maintained in the a/cs as per
P&D Circular No. 1567 dated 01.06.93 ?
110402 Whether summations of debit and credit entries are made on the red lines as well
as at the end of each page of individual account sheets in the ledgers and the same are checked
and authenticated ?
110403 Whether cross checking of entries in ledgers with long books is done daily ?
110404 Whether ledger entries/balances are properly initialed, ledger heads duly signed in
token of having checked the correctness of names, addresses, brought forward balances, mode of
operation, cheque book numbers, stop payment instructions, date of birth of minors etc. ?
110405 Whether operations in dormat/inoperative ledgers allowed under authentication of
the Manager in terms of P&D Cir.No.1536 dated 18.12.92 ?
110406 Whether ledger keepers are rotated periodically and the same employee is not
allowed to work on the same ledgers for an unduly long time (office orders issued for the
allocation of duties issued since the date of last inspection should be seen in this regard ?
110407 Whether counter foils of deposit receipts issued are checked by the Incharge of
the Branch in the evening with the relative books/vouchers/cash books etc. to ensure the
genuineness of the transaction?
110408 Whether diary of due dates of terms deposits maintained and deposits not paid or
renewed on due dates transferred to overdue deposit account?
110409 Whether renewal notices being sent to fixed deposit holders?
110410 Whether the facility of automatic renewal of FDRs is provided to the customers in
terms of P&D Cir.No.1511 dt. 17.9.92 and P&D Cir.No.1430 dt.10.8.91?
110411 Whether account opening forms are properly filled in, duly signed by all the
depositors and introductions obtained in approved manner?
(Irregularities observed in AOFs be given as per Annexure III)
(Please refer P&D Cir.No.1535 dt. 17.12.92 giving detailed guidelines about
the introduction aspect).
110412 Whether penal interest for late payment of instalments in R.D. Accounts as well
as charging of penalty for premature closure of FDs being done as per HO guidelines?
18
19. 110413 Have you ensured that branch is not charging penalty in respect of premature
closure of FDRs when the same are renewed on account of hike in the rate of interest?
110414 Have you ensured that branch is offering the facility of renewal of FDR from back
date to any future date, which is not less than 46 days from the date the FDR is
offered for renewal.
110415 Whether overdraft limits are entered correctly in the Current Account ledgers
under full signatures of the Manager/Officer Incharge ?
110416 Whether interest on term deposits is regularly calculated, checked and posted
in the ledgers on prescribed periodicity?
110417 Whether test checks of interest calculations and rate of interest allowed have
been made in a few accounts and found to be in order (discrepancies in this
regard be given as per Annexure IX)?
110418 Has the branch resorted to window dressing during the period under review.
If yes, modus operandi adopted be given in detail?
110419. Account opening and closing register.
110420 Index Register
110421 Cheque Book Issue Register.
110422 Cheque Returning Register
110423 Pass Book Issue Register
110424 Stopped Cheque Register
110425 Whether Inoperative Savings Bank accounts which remain inoperative for one
calendar year having a balance of below Rs.20/- are being transferred and credited
to miscellaneous Income and customers being intimated about the closing of the account?
110426 Have you verified that the amount of deposit is being mentioned in the AOFs for
FDRs in each case?
I.B.S., D.P.W.A., P.O.B. ACCOUNTS (1105)
110501 Whether all the entries are genuinely authorized in terms of HO
Circulatory letter NO.1/90 dated 04.01.90?
110502 Whether entries older than 15 days are being persued with the defaulting
branches/concerned Zonal Offices.
19
20. 110503 Whether IBS,DPWA,POB A/C Statements are being submitted to ZO/HO
Reconciliation department on due dates?
110504 Whether necessary precautions are taken by the branch while making
payment of drafts without advice ?
110505 When the amount involved is large whether the issuing branch is immediately
contacted to enquire as to the authenticity of the draft?
110506 Whether the branch is promptly pursuing the non-receipt of advice with the
drawing branch and entries are not allowed to remain outstanding beyond a fortnight?
110507 Whether the branch is maintaining the IBR Receipt Register in terms of HO
Reconciliation department Cir. No. 6/93 dated 01.01.93.
- Comparative position of entries outstanding in these heads(age-wise) should
be given as per Annexure V.
- Correspondence file of the branch should be gone through to assess the follow
up measures/efforts made by the branch.
- Branch may be advised to prepare zone-wise lists of outstanding entries and
submit these to respective ZMs under the cover of a D.O. letter with a copy
endorsed to H.O. Reconciliation Department (IBS Special Cell).
110508 Whether the branch is passing POB entries through T.T.Payable?
BANKERS A/C RECONCILIATION/IMPREST CLEARING (1106)
110601 Whether branch is maintaining any current account with other banks?
110602 Whether account(s) with some banks are in-operative and whether you are
satisfied bank with the Branch Managers comments for not closing such account(s) ?
110603 Whether the counterfoils of cheques issued bear initials of authorized bank
officials?
110604 Whether idle bank balances are promptly transferred to H.O. Accounts Deptt.?
(Inspecting official should attach figures of bank balance on fortnightly basis
since the date of last inspection as per Annexure VIII).
110605 Whether branch is getting statement of account regularly?
110606 Whether outstanding in imprest clearing a/c adjusted/reversed on each Friday
and SCRA/IBR received from main branch responded promptly?
110607 Whether Bankers’ Reconciliation is done periodically (Balance confirmation
certificate for the balance should be obtained as on the date of inspection)?
110608 Whether unreconciled entries are followed up effectively (details of outstanding
20
21. entries should be furnished as per Annexure IV (d)).
110609 Whether limits fixed with other banks (TT Discounting Limit) are reasonable?
If no, views of the BM be taken in this regard.
110610 Whether surplus cash is being remitted every Friday through TT/Remittance?
IMPREST CLEARING (1107)
110701 Whether clearing account is adjusted every wek ?
110702 Whether there are long outstanding entries under this Head pending
reconciliation; if yes, whether differences located and satisfactory efforts being made to
reconcile the imprest clearing a/c?
(Details of outstanding entries be given as per Annexure IV (a) )
DNR/DNP ACCOUNT (1108)
110801 Whether all the entries in the DNR/DNP A/Cs represent genuine debits/credits?
110802 Whether there are any long outstanding entries under DNR. If yes, whether
detailed particulars noted in cheque returning register (details of outstanding entries be given as
per Annexure IV(b) and IV (c) ) ?
110803 Whether in case of DNR. Branch is resorting to the practice of keeping the
cheques in DNR A/C and releasing the same next day by deposit of cash and adjusting the entry
by transfer entry instead of reversing the clearing?
DAY BOOK/GL/GLB (1109)
110901 Whether Day Book is written daily and properly authenticated?
110902 Whether day book is checked with vouchers/long books/transfer scrolls etc.
by Officers in routine?
110903 Whether each and every entry initialed and necessary checking certificate
being given in the day book?
110904 Whether GL/GLB slip is being written daily and there is no pendency?
110905 Whether GL/GLB slip is being checked by Branch Manager daily?
21
22. 110906 Whether GL/GLB slip is duly signed and necessary checking certificate
being given in the day book?
110907 Whether various subsidiary books and registers are properly maintained and
their summations are tallied up to date with the GL?
110908 Whether the transfer scroll is properly maintained and totals tallied with GLB
transfer head?
SUNDRY CREDITORS AND SUNDRY DEBTORS (1110)
111001 Whether proper books are maintained to record all individual items and no
unauthorized transactions have been put through Sundry Debtors account?
111002 Whether all debits in Sundry Debtors a/c are approved by the Manager?
111003 Whether there are any long outstanding entries (Agewise details & comparative
position of entries are to be given as per Annexure V(d) and V (g)?
111004 Whether statements of Sundry Creditors and Sundry Debtors are submitted in
terms of H.O. instructions?
EXPENDITURE (1111)
111101 Whether all debits to various expenditure heads since the date of last inspection
are in order & relative vouchers are being signed by the Branch Manager?
111102 Whether all items of Charges General, Stationery consumed etc. are within the
discretionary power of the Branch Manager?
111103 Under proper authority.
111104 Whether powers for charges general are being used judiciously by the BM ?
111105 Whether proper control is being exercised in identing inventory and use of
Stationery?
(Details of expenditure incurred by the branch beyond the powers vested/without
appropriate sanction by the Competent Authority and details of expenses where
no supporting bills/cash memo are held be given.)
111106 Whether branch is maintaining telephone register?
111107 Whether all trunk calls are entered in the register?
111108 Whether calls made on behalf of customers are being debited to their accounts?
22
23. 111109 Whether telephone bills paid by the branch are in order and routed through
Sundry Dr.A/C pending receipt of approval from ZO.
111110 Whether personal calls are debited to the S.B.Accounts of concerned staff
members?
111111 Whether the branch is maintaining General Charges Register as per HO
guidelines?
PERSONNEL MATTERS (1112)
111201 Whether the attendance register is properly maintained and the same is
signed by the Branch Manager after opening time of the branch?
111202 Whether salary register is properly checked and signed by the BM?
111203 Whether Income Tax/PF and other deductions are deposited with the
concerned authorities and proper receipts obtained thereof and kept
on record?
111204 Whether IBRs advising the PF deduction of staff are being dispatched
regularly?
111205 Whether instalments of staff loans are being deducted every month regularly
from the salary and IBR dispatched soon thereafter?
111206 Whether advances outstanding against the staff are proportionate to the bills
submitted, whether bills are submitted in time, proper follow up of these
entries is made and got adjusted within 30 days?
111207 Whether leaves to the staff members are being sanctioned according to the
stipulated norms and leave applications are being tendered by them before
proceeding on leave and whether leave record is being properly maintained
at the branch?
111208 Whether Festival advance, TA and LFC leave encashment, medical, salary and
overtime etc. are being paid in accordance with the laid down instructions and the requisite
registers properly maintained.
111209 Whether the staff members are trained properly to perform their duties
effectively?
111210 Whether duties of staff are rotated periodically?
111211 Whether supervisory staff at various levels exercising their powers judiciously?
111212 Whether industrial relations at the branch are cordial?
111213 Whether sub staff wear uniform?
23
24. 111214 Whether existing staff strength is commensurate with the approved manpower?
111215 Whether staff is motivated to clear the pendency of work and update house
keeping?
111216 Whether staff movement register is maintained properly and entries being
authenticated by the BM?
111217 Whether leased accommodation rent/HRA is being paid as per sanction/OSR/
settlement and whether 6% of Basic Pay at initial stage/standard rent is being deducted at source
regularly where leased accommodation is provided to the officer staff?
111218 Whether officiating allowance is being paid as per Staff Circulars/HO guidelines?
111219 Whether key result areas determined and confidential reports of staff for the
current year submitted?
111220 Whether all the pending transfer orders of the staff have been implemented?
111221 Whether in case of car loans to staff members, insurance amount is borne by the
staff members from their own sources and is not being debited to the loan account?
SECURITY ASPECTS (1113)
111301 Has the security classification of the branch been done and advised by the ZO/HO
Security Department?
111302 Whether two guards are posted and two guns have been provided for high risk
branches?
111303 Whether one guard is posted and one gun has been provided for normal risk
branches?
111304 Whether the Gun License is valid?
111305 Whether ammunition is older than three years?
111306 Whether cash safe is embedded if the branch is not having strong room/whether
iron cage has been provided?
111307 Is Electronic Alarm System in order?
111308 Whether main entrance collapsible gate is chained and locked (with sufficient
opening to allow entry of one man only at a time) during banking hours?
111309 Whether window service provided in rural branches in Punjab & adjoining
districts and whether restricted entry system introduced if window service is impossible in rural
branches?
24
25. 111310 Whether collapsible gate at main entrance kept closed after banking hours and
entry of outsiders properly controlled and scanned?
111311 Whether grill gate of strong room kept locked during the day?
111312 Whether cashier’s cabin kept locked?
111313 Whether the branch is maintaining gun movement register and guns are being
tested at periodical intervals?
111314 Whether locker room is kept clean and dressing table is in order & curtains are
clean?
FRAUDS/FOREGERY (1114)
111401 Whether any fraud/forgery committed after the last inspection? If yes,
complete details be furnished as per annexure (Y).
111402 Whether the same has been properly looked into and reported and esired
action taken without delay?
In case of already reported frauds whether proper follow up is being done in
Respect of:
111403 Recovery
111404 Police/CBI action, if any
111405 Civil Suit, if any
111406 F.I.R. lodged ?
MISCELLANEOUS (1115)
STOPPED CHEQUES
111501 Have you verified that stopped cheques are promptly recorded in the stop
payment register and proper caution is recorded in the respective ledger account and instructions
suitably posted therein in all cases. Have you also verified that entries in respect of stale cheques
are regularly marked off in the stop payment register?
CORRESPONDENCE (1116)
111601 Are you satisfied about the arrangements made for bringing dak from the Post
Office?
111602 Whether proper supervision is being exercised by the BM over inward mail?
111603 Whether outward letters and instruments are dispatched on the day of originating?
111604 Whether Dak Receipt & Dak Despatch Registers have been properly maintained?
111605 Whether correspondence is methodically filed and disposed of in a reasonable
time?
25
26. STATEMENT REGISTER (1117)
111701 Whether statement register is properly maintained and all periodical returns
prescribed by HO are correctly compiled and promptly dispatched to HO/ZO within the
prescribed time schedule? (details of control returns not submitted for a long time should be
given as per Annexure XXI of Appendix B).
DEPOSIT VAULT/LOCKERS (1118)
111801 Whether working of the safe deposit vault is in accordance with the prescribed
procedure?
111802 Whether locks of surrendered lockers are inter-changed before leasing them again?
111803 Whether proper safeguards are observed in respect of control of vault and the
main keys?
111804 Whether keys of vacant lockers tally with the chart provided for this purpose.
If not, give details?
111805 Whether nomination facility being provided and relevant forms obtained and kept
properly in record? Details of locker rent in arrears be furnished as per Annexure V(f)
111806 Whether safe custody facility provided to customers for keeping articles
envelopes, documents etc.?
111807 Whether safe custody register maintained properly?
H.O. EXTRACTS (1119)
111901 Have you verified that H.O. extracts are being sent to H.O. Reconciliation
Department/Z.O. respective regularly as per instructions, whether they are submitted complete in
all respects i.e. branch codes (credit/debit), full digit of IBRs issued/responded and amounts are
legibly recorded, self branch code and date of extracts being recorded neatly in the boxes
provided, summary of H.O. Account position is being filled properly, opening and closing
balances tally with that of GL, totals of credits and debits are actuals as per transactions
recorded and whether the entries recorded in H.O. extracts are being authenticated by the
concerned officer. Have you looked into pending correspondence also from H.O. Reconciliation
Department? (Refer H.O. Reconciliation Deptt. Cir.No.9/92 dt.1.08.92 in this regard).
26
27. POSTAGE (1120)
112001 Whether postal receipts of Registered/insured letters dispatched are recorded daily
in the dispatch register and relative postal receipts are crossed under date in token of their
checking, whether dispatch register is checked daily and summary of stamps used, details of
unused stamps and cash in hand is prepared daily ?
112002 Whether the branch is maintaining inward and outward register for telegrams and
telex and whether all telegrams/telex messages sent on behalf of customers are
debited to their respective accounts.
MARGIN MONEY (1121)
112101 Whether reversal of entries from margin money a/c is properly accounted for?
BILLS FOR COLLECTION (IBC & OBC) (1122)
112201 Whether outward bills (irrespective of amount) are sent under Regd.post/
IBA approved couriers ?
112202 Whether instructions regarding the custody of parcels/bills and accompanying
documents are being carried out ?
112203 Whether usance bills in hand are properly accepted, adequately stamped and
their due dates correctly worked out?
112204 Whether bills in hand are tallied with GL and verified documents of title of
goods in each case?
112205 Whether contra vouchers are passed on daily/weekly basis?
112206 Whether all bills in hand are properly presented and intimations thereof sent to
drawees promptly? (List of overdue bills lying with the branch may be given as per Annexure V
( c) ).
27
28. MANAGER CHEQUES (1123)
112301 Whether effective follow up measures are being taken for the adjustment of old
entries.
(comparative position of outstanding entries may be furnished as per
Annexure V (a) ) .
DRAFTS PAYABLE, M.T.S. & T.T.S PAYABLE (1124)
112401 In case where a Sr.No. allotted to the draft is found missing or a different number
is received, have you ensured that the drawee branch has taken up the matter with the drawing
branch for seeking confirmation and there is no unusual delay?
112402 Whether all entries of stale drafts and MCs have been transferred to unclaimed
drafts payable account?
112403 Whether all T.T.s are being serially numbered branchwise and recorded in the
T.T.s sent and received registers accordingly. Further, whether all procedural instructions are
being strictly followed?
112404 Whether T.T. Codes 1 and 2 are kept separately and code No. 1 and 2 are not
being used by the same person?
SHARES AND SECURITIES IN SAFE CUSTODY (1125)
112501 Whether instructions laid down in respect of acceptance of shares and securities in
safe custody are duly observed?
112502 Whether half yearly confirmations are obtained from customers in respect of
shares/securities held and their signatures duly verified?
112503 Whether balances of securities and shares in the ledger are tallied with the balance
in the register periodically? And interest and/or dividends are realized in accordance with the
customer’s mandate?
112504 Whether branch is maintaining securities in and out register on prescribed lines
for recording the movement of securities and shares?
112505 Whether recovery of safe custody fee/handling charges are in order?
RECORDS AND VOUCHERS (1126)
28
29. 112601 Whether old record requiring destruction has been properly dealt with in
accordance with the prescribed procedure? (Ref.P&D Cir.No.732 dt.13.3.84).
112602 Whether branch records are properly kept and recorded in Record Register?
112603 Whether vouchers are properly numbered, stitched and recorded in the voucher
register and checked by the Manager/Second Man?
112604 Whether voucher movement register and old record register are properly
maintained?
MISCELLANEOUS/OTHERS (1127)
112701 Whether signature books of authorized officers of RBI are kept in the personal
custody of the branch incharge and the same is kept uptodate?
112702 Whether bank’s books of authorized specimen signatures are properly kept and
prompt action is taken on correction list?
112703 Whether code book and check symbol duly corrected uptodate are properly kept
and do they at all times remain in the custody of and are only handled by an authorized official?
112704 Whether the security registers of DD/FD/MT/MC issued being tallied and are
duly signed by Branch Incharge and second man daily and checked with security items while
taking them to strong room ?
STATIONERY (1128)
112801 Whether items of stationery are properly recorded and tallied with Balance of
Stock of Stationery?
112802 Whether security forms in use remain during office hours in the custoy of
authorized persons as per laid down norms and kept in safe in the strong room after closing
hours?
112803 Whether details of surplus/obsolete stationery items including MICR/NON-MICR
cheque books etc. been given to ZO/HO Stationery Deptt. seeking instructions
for disposal?
112804 Whether any SCRA relating to Stationery supplied is pending with the branch?
FURNITURE & FIXTURES (FF) (1129)
112901 Whether furniture items are numbered?
29
30. 112902 Whether they tally with furniture and fixtures register maintained for the purpose?
112903 Whether F.F. Balances tally with G.L.?
112904 Whether the sign board is properly displayed ?
112905 Whether lease deed of bank premises executed or not?
112906 Whether lease deed of the bank premises is in force ?
112907 Whether rent is being paid regulary?
112908 Whether appropriate steps taken to renew the lease. If it has already expired or
going to expire shortly?
112909 Whether payment of taxes and ground rent is being made in time?
(This is applicable for bank owned premises or in case of rented premises
where payment of taxes is the liability of the work).
112910 Whether communication with regard to insurance of furniture and fixture items
has been received from H.O. Accounts Department and kept on record?
112911 Whether details of obsolete and broken furniture and other items given to ZO
seeking instructions for disposal?
112912 Whether vehicles allotted to branch are insured?
112913 Whether cost of all the vehicles is duly recorded in books?
DISBURSEMENT OF PENSIONS (1130)
Pension Payment Orders (PPO) certificates, pension payment accounts.
113001 Whether the branch maintains the PPO’s (Disburser’s Portion) in good
condition i.e. without mutilation?
113002 Whether the Pensioner’s Portion of PPO’s has been given to the pensioners?
113003 Whether the undertaking regarding the refund of excess payment prescribed
in the scheme being obtained from the pensioners?
113004 Whether the PPO’s kept under the custody of a responsible officer in the branch?
113005 Whether certificates required under the scheme are being obtained on due date?
30
31. 113006 Whether the payments noted simultaneously in the Pension Payment Account
Register when the amount of pension is credited to the pensioner’s accounts?
PAYMENTS OF PENSIONS
113007 Whether the amount of pension credited to the pensioners accounts on the due
date?
113008 Whether the accounts to which pensions are credited are single accounts in the
individual names of the concerned pensioners?
113009 Are there operational instructions to indicate that operations in the accounts are
permissible by the pensioners themselves and not by their attorneys or authorized agents?
113010 Whether the amount of relief in pension has been paid to the pensioners at correct
rates?
113011 Whether the recovery of Income Tax has been made as required under the schem?
113012 Whether the pension has been reduced only from the date of payment of
commuted value of pension as laid down in the scheme?
113013 Whether in case of death, pension has been drawn for the day of the pensioner’s
death irrespective of the time of death?
113014 Whether a prominent note of the date from which family pension at the normal
(lower) rate to commence kept in red ink in the Pension Ledger Accounts of the family
pensioner?
113015 Whether the family pension has been reduced/paid at the lower normal rate?
113016 Whether the payments made to the pensioners have been noted in the Disburser’s
portion of the PPO ?
SCROLLS
113017 Whether the payment scrolls submitted to the link branch by the 10th of the
month?
113018 Whether the pension payment scrolls are being prepared correctly according
to different payment schemes?
IN THE LINK BRANCH
113019 Whether Index Register of pension payments authorized under the scheme is
being maintained?
31
32. 113020 Whether an impression of the special seal of the treasury officer together with
the specimen of his signature maintained?
113021 Whether the specimen signature referred to at (113020) above countersigned,
wherever necessary, by the Manager Reserve Bank of India or Agent, State
Bank of India or its subsidiary conducting Govt.’s business at the center?
113022 Whether the payment scrolls submitted to the office of RBI of State bank of
India or its subsidiary conducting Govt. business at the center by the 15th of month?
RESTORATION OF COMMUTED PORTION OF PENSION
AFTER 15 YEARS
113023 Whether commuted portion of pension has been restored to such pensioners
who had commuted a portion of their pension on due date?
113024 Whether action taken as at (113023) above on receipt of applications from the
eligible pensioners in the prescribed form?
113025 Whether full particulars of each pension case along with the amount of pension
restored have been intimated to the accounts officer which had issued PPO’s
for verifying the correctness?
CLEARING (1131)
113101 The branch is forwarding cheques/instruments regularly to Clearing House
within the time stipulated.
113102 Proper check and control is exercised over cheques/instruments presented/
received through Clearing House.
113103 Unpaid instruments are debited to constituents’ accounts promptly.
113104 Unpaid instruments are properly recorded.
113105 Unpaid instruments are returned to lodgers promptly.
113106 Clearing differences, if any, are promptly and effectively pursued.
32
33. CREDIT MANAGE MENT
(OTHER THAN PRIORITY SECTORS)
Audit Check List – B 1
ADVANCES AGAINST IMMOVABLE PROPERTIES (2200)
220001 Whether the branch is in possession of the relative original title deeds or the
Mortgage Deed duly registered?
220002 Whether the branch is holding the memorandum of deposit of title deeds
(On Form No.84-A or 84 AA) duly signed by the owners?
220003 Whether the branch is in possession of the legal opinion, search report,
latest Index Inspection and valuation reports?
220004 Whether requirements pointed out in legal opinions, particularly those relating to
obtaining mortgage permission from competent authority in case of leased properties, permission
under Urban Land and Ceiling Regulation Act 1976, mutation, latest property tax receipts,
previous chains of title deeds etc. are complied with?
220005 Whether entry relating to equitable mortgage is properly entered in the Title Deed
Register?
220006 Whether Certificate of Registration of charge with the Registrar of Companies
in the case of Limited Companies is held by the branch?
220007 Whether the title deeds once deposited are not delivered to the customer. Where,
however, the same are required for perusal by any authority, have the same been presented
before such authority through a Bank Official Bank Counsel.
220008 Whether legal opinion states clearly that the owner of the property has a clear and
marketable title to the property and that the property can be validly mortgaged to the Bank by
way of Equitable Mortgage/Registered Mortgage.
33
34. CONSUMER LOANS (2201)
220101 Whether the quantum of loan sanctioned, the amount of instalments, total
repayment period, and margin etc. are within the limits prescribed by the Head Office?
220102 Whether the loans have been granted only to persons with regular monthly salary
or proper repaying capacity?
220103 Whether letter of undertaking is obtained, wherever possible from the employer of
the borrower agreeing to deduct the amount of instalments from the borrowers salary and remit it
to the Bank directly?
220104 Whether the consumer loans are granted for purchase of new consumer articles of
standard companies which generally carry a performance warranty for a minimum period of six
to twelve months?
220105 Whether the disbursement of the loan is by means of cross pay order issued in
favour of the dealer and original invoice and receipt (and copy of Registration Certificate in case
of Vehicles) are obtained and kept on bank record?
220106 Whether the consumer goods purchased are insured against fire and other risks
wherever necessary?
220107 Whether it is verified from time to time that the consumer goods purchased are in
working condition?
220108 Whether in cases, wherever default occurs, prompt action is taken for recovery of
the bank’s dues?
ADVANCES AGAINST GOVT. SECURITIES/SHARES (2202)
220201 Whether all Govt. securities have been duly endorsed in favour of the bank
and endorsements got registered wherever necessary?
34
35. 220202 Whether a diary relating to due date of interest on securities is maintained and
the interest is collected regularly and promptly?
220203 Whether shares held are got transferred in the name of the bank in case of
advances of over Rs.3.00 lacs against shares?
220204 Whether debentures held as security are got transferred in the bank’s name?
220205 Whether there are sufficient blank columns for further endorsement?
220206 Whether proper record of securities held and their movement is maintained in
security in and out register?
220207 Whether the shares/debentures stand in the name of the borrower?
220208 Whether shares of Private Limited Companies/Partly paid shares and unquoted
shares are not accepted as security and advance is granted against the shares/debentures of only
those companies which are approved by H.O. from time to time (Please refer ID Circular
No.1408 dated 28.01.94 in this regard).
220209 Whether the shares held are accompanied by adequate No.of blank transfer deeds?
220210 Whether the bank has accepted securities are mutilated or damaged and the chain
of endorsements appearing thereon is broken?
220211 Whether any advance against shares/securities standing in the name of minors
has been allowed?
220212 Whether stipulated margin is maintained in all cases?
220213 Whether the drawing power is revised on the basis of latest valuation reports
of stock exchange?
ADVANCES AGAINST BANK DEPOSITS (2203)
220301 Whether Fixed Deposit Receipts/recurring deposit pass books, against which
advances are allowed, are held by the branch duly discharged in favour of the
bank by all the joint account holders?
220302 Whether lien is marked on the deposit receipt as well as on the respective ledger
folios under full signatures of the authorized officer with date?
220303 Whether letter of undertaking for utilizing loan amount for minor’s benefit and
indemnity bond are obtained from guardian while advancing against minor’s deposit?
220304 Whether RBI Directives in regard to margin, rate of interest etc. are strictly
complied with and in case of premature encashment of deposit or adjustment of
advance rate of interest charged on the advance is also reduced accordingly?
35
36. 220305 Whether advances are allowed to continue after the date of maturity by renewal
of the relative deposits?
220306 Whether advances against non-resident (external) fixed deposit and FCNR
adjusted with local credits in India Rupees?
220307 Whether in case of advance against deposit of other offices, an acknowledge-
ment of having noted the lien on the FD by the issuing branch has been
obtained and kept with the security documents?
ADVANCES AGAINST LIFE INSURANCE POLICIES (2204)
220401 Whether the assignments in favour of the bank are duly registered with the
LIC and original policies with such endorsement held on bank record?
220402 Whether latest surrender value has been obtained and the advance is within
the stipulated margin?
220403 Whether latest premium receipts have been taken.
220404 Whether mandate authorizing the bank to make payment of the premium
by debit to the borrowers account is held?
220405 Whether the age of the assured has in all cases been admitted and the policies
are in full force and have been recorded in the documents register?
220406 Whether undated surrender letters have been held for each policy.
LOANS TO STAFF MEMBERS (2205)
220501 Whether sanction from competent authority is invariably held on record
before disbursing any loan to staff members?
220502 Whether loan in any case has been disbursed from sundry debtors account
pending receipt of sanction?
220503 Whether all the stipulations of the sanction regarding margin, rate of interest
amount of instalments, direct payment to dealer etc. are complied with?
220504 Whether end use is ensured and all the requisite documents/papers viz.
invoice/receipt/insurance/copy of Registration Certificate etc. are obtained
and kept on bank record.
220505 Whether in case of housing loan to staff, equitable mortgage has been
36
37. properly created, loan is disbursed in stages and the bills showing the cost
incurred are held on record?
220506 Whether the property is got insured against various risks stipulated in the
sanction/HO instructions?
220507 Whether the instalments in all staff loan accounts are invariably deducted
from salary in terms of H.O. Staff Cir.letter No. 490 dated 21.08.89?
HYPOTHECATION/PLEDGE OF GOODS (2206)
220601 Whether the stock statements relating to Hypothecated goods are obtained
periodically from the borrowers at stipulated intervals on Form No.190?
If not, whether penal interest is being charged?
220602 Is the gap between the date of the statement and the date of receipt at
branch reasonable and properly explainable to your satisfaction?
220603 Whether all the columns of statement are properly filled in by the party
and duly signed?
220604 Whether the stock statements are scrutinized by the branch and drawing power
arrived at after maintaining the margin and noted in the drawing power
register/ledger?
220605 Whether proper and upto date stock register is maintained by the borrower and
stock statement submitted tally with the register.
220606 Whether the stocks pledged/hypothecated are periodically checked by the branch
manager/officers surprisingly without informing the borrower?
220607 Whether godown inspection reports are being sent at Zonal Office regularly?
220608 Whether the branch is holding original/certified invoices on the basis of which
stocks have been evaluated and no advance is being allowed against unpaid stocks?
220609 Whether the valuation of stocks pledged/hypothecated has been made on the basis
of cost price or market price, whichever is lower?
220610 Whether the branch is maintaining the following registers properly?
220611 Limit Register
220612 Drawing Power Register
220613 Insurance Register.
220614 Godown Register
220615 Godown visit register
220616 Key Movement register
37
38. 220617 Title Deed Register
220618 Whether the Daily CC balances are taken down promptly and tallied with
General Ledger?
220619 Whether the godowns storing pledged goods are independently accessible?
Non-independently accessible godowns have been accepted after obtaining
Proper sanctions and Non-Objections?
220620 Whether all doors to godowns having stocks under pledge are secured by Bank’s
padlocks which bear the name of the Bank engraved in full and that Bank’s name
plates are prominently displayed both outside and inside all such godowns?
220621 Whether the keys of the godowns are promptly kept after use in safe custody in
the strong room under the dual control of the Manager and the Officer Incharge Loans
Department?
220622 Whether the duplicate keys of godowns are sealed by the godown-keeper in a box
and placed in Safe custody under dual control of the Manager and the Officer Incharge Loans
Department?
220623 Whether all windows, ventilators and doors other than the main door are securely
grilled from inside, the walls are built upto the roof and godowns are free from
dampness etc.?
220624 Whether the borrowers are submitting all financial statements including income
tax and wealth tax returns for timely reviewal of limits?
220625 Whether stocks are adequately insured against fire, burglary risks etc. and
policies with bank clause, are held on record?
220626 Whether charge has been got registered with the Registrar of Companies in
case of hypothecation advances to limited companies, and charge certificate
held alongwith documents?
220627 Whether the stocks pledged/hypothecated are well within the norms as
suggested by Tandon/Chore Committee? (wherever applicable).
220628 Whether the sale proceeds are routed through the CC account and are
comparable to the party’s sales turnover?
220629 Whether the operations in the account reveal any undesirable features?
Inspectors are to ensure further
220630 That clean loan/overdrats facilities are not allowed to borrowers to enable
them to maintain the prescribed margins?
220631 That the borrower is not having CC facility with other bank/non hypothecated
the same stocks to another bank?
220632 That the godown does not contain goods which are not pledged to the bank
38
39. (unless specifically permitted and adequately insured)?
220633 That the stocks hypothecated to the bank are separately stored, if kept with other
stocks, and that all other stocks are also covered by Insurance?
220634 That there is no variation in the stocks as per Balance sheet and the stocks
hypothecated/pledged as on the date of Balance Sheet?
220635 That in case of consortium advances there is proper arrangement for inspection of
stocks, exchange of information between the banks as regards conduct of the account and that
other formalities such as obtaining of resolution, registration of charge etc. are complied with?
220636 That Health Code wise classification of advances has been done correctly and
the same has been confirmed by the Zonal Office?
INLAND BILLS PURCHASED AND DISCOUNTED (2207)
220701 Whether the advance against bills is allowed against sanctioned limit and Branch
manager does not allow such facility to a party who is enjoying other facilities under sanction
from ZO/HO without their specific approval?
220702 Whether the bills drawn on sister/allied concerns are not purchased/discounted?
220703 Whether DA/DP Bills Limits are kept segregated and are not intermingled
without the approval of sanctioning authority?
220704 Whether bills are not overdetained and where overdetained, action is taken to
enquire fate of the bills and its early realization?
220705 Whether the bills in respect of goods in which the borrower does not deal are
not purchased/discounted?
220706 Whether bills returned unpaid are not repurchased?
220707 Whether overdue interest is charged on exscess drawings and delayed payments?
220708 Whether DA Bills are drawn as per the tenure approved in the sanction letter?
220709 Whether credit reports are maintained & periodically reviewed in respect of the
drawees, particularly those on whom bills for larger amounts are frequently drawn?
220710 Whether when bills drawn on a particular drawee are received back unpaid or
generally not paid in time, due precautions are taken before accepting fresh
bills on such drawees?
220711 Whether the party-wise bill purchased register is well maintained and all the
entries of bills purchased/realized/returned unpaid being duly routed through it?
220712 Whether the branch is prompt in dispatch of purchased/discounted bills?
39
40. 220713 Whether Bank’s lien/interest is promptly notified to Railways/Transport Carriers
wherever applicable?
220714 Whether the branch is accepting the Transport Receipts of approved Transport
Companies issued in IBA approved format only and that bills accompanied by only those
Transport Receipts/Railway Receipts have been purchased/discounted, where the consignee is
Bank?
220715 Whether the overdue bills against which advance is outstanding, are deleted from
the DP/transferred to bills for collection?
220716 Whether the irrevocable Power of Attorney executed in Bank’s favour are duly
registered with Govt. Departments in case of advance against Govt. Supply Bills?
220717 Whether only the genuine bills/cheques arising out of normal trade transactions
are purchased/discounted?
220718 Whether the non-payment/non-acceptance advices are duly recorded and proper
steps taken?
220719 Whether the bills returned unpaid and not reimbursed immediately are transferred
to the “Past due and Dishonoured Bills” account and notices of dishonour are
promptly issued to all the parties liable on the dishonoured bills?
220720 Whether the bills returned unpaid are reported to the Zonal Office?
220721 Whether due date diaries in respect of usance bills are maintained properly?
220722 Whether it is ensured that the goods in transit are adequately ensured for
TPND (Theft, Pilferage, non-delivery) flood, and against riots and civil
Commotions etc.
LETTERS OF CREDIT (2208)
220801 Whether it is verified that all the LC’s issued are backed by relative sanction and
are properly recorded in LC issued register?
220802 Whether applications for opening LC are obtained on bank’s prescribed proforma
and the same are duly signed and stamped with stamp duly in force?
220803 Whether it is ensured that LCs are not issued in favour of sister/allied concerns
of the buyer/customer?
220804 Whether the branch has obtained underlying sale contract between the buyer and
the seller/supplier?
220805 Whether LC’s are issued for trade related transactions only?
220806 Whether balances under “Party-wise Register” extracted and tallied with the
outstanding as per “LC Issued Register” as well as the general ledger?
40
41. 220807 Whether Contra Vouchers are passed promptly?
220808 Whether appropriate commission is charged and stipulated margin money is held
in Margin Money account or in the shape of duly discharged deposit receipts?
220809 Whether I.Cs are issued under the joint signatures of Branch Incharge and
senior most officer/officers incharge loans department of the branch?
220810 Whether the LCs are examined carefully at the designated branch to ensure that
these have been issued by the opening branch authorisedly?
220811 Whether negotiating branch has received a copy of the sanction letter?
220812 Whether bills negotiated under the LCs are promptly paid and where not
paid on presentation, the branch charges the over due interest besides
observing other safeguards?
220813 Whether counter guarantee of the party on whose behalf the LC has been
issued and also of the guarantees specified in the sanction have been obtained?
GUARANTEES (2209)
220901 Whether it is verified that all the guarantees issued are backed by relative
sanction and are properly recorded in guarantee issued register?
220902 Whether balances under “Party-wise Guarantee Register” extracted and tallied
with the outstanding as per “Gurantee Issued Register” as well as the general
ledger?
220903 Whether Contra Vouchers are passed promptly?
220904 Whether appropriate commission is charged and stipulated margin money is held
in Margin Money account or in the shape of duly discharged deposit receipts?
220905 Whether counter-gurantees have been obtained from the constituents and in case
of counter guarantees obtained from limited companies the same are backed by
appropriate board resolutions?
220906 Whether guarantees are issued under the joint signatures of branch incharge
and senior most officer/officers incharge loans department of the branch?
220907 Whether the counter guarantees obtained are adequately stamped and signed
by duly authorized persons and additional securities/guarantees have been properly documented?
220908 Whether bank guarantees are issued along with a covering letter as per the
proforma prescribed vide H.O. Advances Deptt. Cir.Letter No.89/93 dated
06.12.93.
41
42. 220909 Whether in case of Deferred Payment Guarantee, charge by way of hypothe-
cation of machinery is obtained and the same is also registered with the Registrar of Companies,
where such a facility is allowed to a Ltd. Co.?
220910 Whether instalments under deferred payment guarantee are paid in time on due
date?
220911 Whether due date diary has been properly maintained for deferred payment
guarantee?
220912 Whether BM visits the borrowers periodically to assess the working position of
securities(in respect of which deferred payment guarantees have been issued)?
SUITS FILED/DECREED/RBI COMMENTED ACCOUNTS (2210)
221001 Whether is verified that the recovery of bank’s dues in the advances
cover under the above heads is being properly followed up?
221002 Whether the securities held in these advances are clear marketable,
properly insured and latest market valuation held on record?
221003 Whether primary/collateral securities are inspected periodically and found
intact?
221004 Whether any efforts are being made for amicable settlement of dues to
avoid litigation?
221005 Whether expenses incurred in these accounts subsequent to filing of suit are
charged to “Litigation Suspense” or “Law” charges account with the approval of H.O. Law &
Recovery Department.
221006 Whether in suit filed cases, copies of the suit plaint are kept on record and
whether the case is being pursued actively by the branch and the lawyer?
221007 Whether in decreed cases, certified copies of decrees have been obtained and
execution proceedings are properly taken well before the decree gets time barred?
221008 Whether the suit register and the decree register are properly maintained and
checked and are always kept uptodate?
ADVANCES AGAINST BOOK DEBTS (2211)
221101 Whether the statement of Book Debts with age of each book debt is obtained
every month and the debts beyond stipulated period i.e. more than 6 months
old are excluded while calculating drawing power?
221102 Whether complete address of the debtors are held by the Branch?
42
43. 221103 Whether the amount of book-debts as on date of Balance Sheet tallies with
the Balance Sheet?
221104 Whether the branch obtains the power of attorney in favour of the bank duly
executed on stamped paper and registered, wherever required?
221105 Whether the Branch is verifying book debts with borrowers’ books of accounts
and original orders to verify that the book debts have arisen out of genuine
trade transactions?
221106 Whether bank’s charge stands registered with the Registrar of Companies in
case of advances to limited companies?
CLEAN ADVANCES/CLEAN OVERDRAFTS (2212)
221201 Whether in clean loan accounts the repayments as stipulated are received
regularly and in the case of overdrafts, the accounts are operated satisfactorily
and show healthy fluctuations?
221202 Whether the loan is utilized for speculative purposes, overtrading or for
providing margin in some other secured advances or in violation of the spirit of
Selective Credit Control & other directives issued by RBI?
221203 Whether the temporary unsecured overdrafts allowed by the BM are within his
discretionary powers and are granted only in such cases which conform to the
guidelines issued by H.O. from time to time?
221204 In case answer is in negative to 221203 above whether such cases were reported
to the competent authority and action got confirmed?
221205 Whether granting of temporary overdrafts to the parties is a regular feature
at the branch?
221206 Whether valid security documents are held on record and financial papers of such
parties kept on record and credit reports prepared?
221207 Whether outstanding under clean overdrafts are taken down daily and tallied with
the General Ledger?
221208 Whether enhancement, variations in terms of facilities as well as renewal of
overdrafts/clean loans are made after obtaining the consent of the guarantors
and copies of all communications in this regard are sent to them?
221209 Whether same parties or their sister/allied concerns are frequently allowed such
facility?
43
44. ADVANCES AGAINST GOLD JEWELLERY/BULLIONS (2213)
221301 Whether the advances are made only to persons properly introduced to the Bank?
221302 Whether branch is maintaining a complete record of all the Ornaments & Bullions
held as security regarding the description, gross and net weight fineness etc?
221303 Whether the shroof, approved Govt. valuer’s certificate about net gold content
along with valuation thereon is held by the branch in all cases?
221304 Whether the jewellery/bullion is held under the joint custody of bank officials?
221305 Whether provisions of Gold Control Act, relating to lending against gold/
bullion are observed?
PROTESTED/PAST DUE & DISHONOURED BILLS (2214)
221401 Whether proper action is being taken in consultation with the ZO/HO
bank’s retainer counsel?
221402 Whether valid documents held/limitation available to the bank?
221403 Whether goods under the dishonoured bills protected?
221404 Whether security/additional security available to the Bank?
221405 Whether notices of dishonour issued to all the parties liable on the bills?
221406 Whether dishonoured bills have been got noted/protested through Notary Public?
221407 Whether chances of recovery are good?
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