A D M I N I S T R A T I O N

01

07

04.06.1988

Duties and Responsibilities of Assistant Transport Commissioner (Enf.)/   Additional Regional Transport Officers (Enf.)

1.     Instructions have been issued from time to time regarding the duties and responsibilities of the Assistant Transport Commissioner (Enforcement ) and Additional Regional Transport Officers (Enforcement) . It has however been found that the Assistant Transport Commissioner / Additional Regional Officers (Enforcement) are not always aware of the scope of their functioning and their responsibilities in this regard. The following instruction  are therefore reiterated for their guidance.          

                      

 I .  STEPS TO BE TAKEN FOR PROMPT DISPOSAL OF VEHICLE CHECK  REPORT    :

 

2.        It has been observed that a number of vehicle check report are kept pending in the respective offices without any action and therby  the very purpose of checking the violations of M.V.Laws are defected . The vehicle check reports which do not pertain to the region should be dispatched to appropriate Authority within three days . The remaining cases should be attended to without loss of time . The Assistant Transport Commissioner ( Enforcement ) / Additional Regional Transport Officer ( Enforcement ) should ensure that the compounding fees . In suitable cases suspension of Registration and the Route Permits of the vehicles should be made and copies of orders should be promptly circulated to all R.T.Os and all the M.V. checkgates.

 

3.        It may not be occasionally possible to ascertain whether a vehicle has committed the offence for the first time or it is a second or subsequent occurrence . The enforcement team should maintain a register to keep daily record of vehicles checked and penalties imposed . The R.T.O while disposing V.C.R. should consult this register circulated in the office order no.772 dt 15.1.86 and a Performa of the register is again given at Annexure I  . This should be checked regularly by R.T.O /Addl. R.T.O / A.T.C (Enf .) .           

 

II       PREPARATION OF  OFF-LOAD LIST    :

 

4.      It has been observed that off-load lists are not being prepared and circulated in time which cause evasion of M.V. revenue . The Assistant Transport Commissioner (Enforcement) or Additional Regional Transport officer (Enforcement ) while at headquarters should expedite preparation of such a list so that this can circulated within the stipulated time limits .

         

III           VERIFICATION  OF VALIDITY OF PERMITS   :

 

5.        The validity of permits of stage carriages / contract carriages plying through the region should be checked by the enforcement staff   .

 

 

IV.            CHECKING OF REPORT ANNEXURES A & B OF O.M.V.D MANUAL

 

6.        In the letter no XI-206/85-15556 dt 24.9.85 the return as per Annexure 24  and  25 as per O.M.V.D Manual had been modified and new formats as at Annexure – A and Annexure-B had been prescribed . The Enforcement Officers including Additional Regional Transport Officer (Enf.) are required to prepare these work done statements in triplicate , furnish one copy to the R.T.O forward the second copy to the Deputy Commissioner (Enf) and retain the third copy for his reference . The R.T.O is to compile these returns into a single statement as per Annexure-B , with only the name of officer column deleted and send the same to the Transport Commissioner by the 10th of each month along with other monthly returns from R.T.Os establishment with a Special Messenger . Copies of Annexure-A and B are attached herewith for reference .

 

V.      FIXING PRIORITISE IN ENFORCEMENT WORK

 

7.         Every region has peculiar Enforcement Problems, a few   which are enumerated below:

              

(i)                Plying of vehicles without payment of M.V.Tax without permit / without fitness certificate / without registration in the remote routes.

 

(ii)              Stage Carriages plying on the false pretext of plying under S.T.U. Banners.

 

(iii)             Contract Carriage and vehicles with All India / All Orissa Tourist permits plying as stage carriage in violation of the permit conditions.

 

(iv)            Small-wheel-based vehicles / Delivery vans / Private vehicles engaged in passengers transport on specific sections of a route.

 

(v)              Goods vehicles carrying over-load not permitted as per registered laden-weight.

 

(vi)            Stage carriage / Public carriers plying with drivers / conductors not having requisite driver’s / conductor’s license

 

8.      The Additional Regional Transport Officer (Enf) / Asst. Transport Commissioner (Enf) should watch these problems, collect advance intelligence and fix priority to such offences. They should also allot specific duties to the subordinate officers and fix responsibilities wherever needed.

 

 

02

08

04.05.1988

Duties and responsibilities of the Inspectors Of  Motor Vehicles performance of  Tours and submission of tour diaries.

Instructions have been issued from time to time on the various duties and responsibilities of the Inspector of Motor Vehicles as also performance of tours and punctual submission of comprehensive tour diaries. The half yearly review of tour diaries of Inspectors Of Motor Vehicles made up to 31.12.1987 however reveals that despite repeated instructions by way of comments in the tour diaries while according approval, the deficiencies have not always been made good and in some cases ,tour diaries have not been submitted  even for months together , and even when submitted are being submitted in a bunch so that the main purpose of giving any comments on the tour diaries is lost .A monthly report of work for the Inspector Of Motor Vehicle posted in the district / regions has also been prescribed in form ‘J’ this is available in R.T.O offices in printed forms and gives the details in which they are to report on their various kinds of works as a field officer . In order to provide some uniformity in the contents of tour diaries as also the time limit for their regular submission, these instructions are being reiterated in a consolidated form for guidance of all field officers. The duties enumerated hereunder are however illustrative and not exhaustive.

 

(I )  SUBMISSION OF TOUR DIARY

 

2.                  The I.M.V.s are required to perform tours for at least 10 days in each month, during which time they are to lead the Enforcement staff at least 4 / 5 days . The field check conducted by them should include all enforcement checks as the leaders of the teams They should ensure that the check reports on vehicles detected for committing various offences .are invariably incorporated in the Miscellaneous proceeding register for realization of the compounding fees (where advance compounding fees have been realized at the spot ) and release of the documents. The tour diaries should be submitted positively by the 10th of the following month to which these pertain, to the District Collector-Cum-Chairman, R.T.A through the R.T.O and thereafter it should be ensured that these are forwarded to the Transport Commissioner, Orissa, for approval so as to reach by 20th of the month.

 

 

3.         In accordance with the Finance Department Memorandum No-2 /80-22863 dated 24th April 1980 tour particulars should be furnished by the concerned Government Servants both gazetted and non-gazetted for approval of the controlling officers in a proforma enclosed with that memorandum. This memorandums applicable to the Regional Transport Officers and Inspectors Of Motor Vehicles. The I.M.Vs should utilized this form to submit their tour particulars along with their tour diaries, in duplicate .so that one copy is sent along with the tour diary to the office of the Transport Commissioner, Orissa for obtain approval.

 

 

(III) CONDUCTING DRIVING TESTS-ISSUANCE OF   DRIVERS / CONDUCTORS LICENCES

 

4.         The I.M.Vs are required to conduct driving tests strictly before issue of driving licenses. Instructions have been given in the office memorandum no.19467 dated 24.11.82, No XIX-47 /82-7755  Dated  5.5.84 Order No XXIII-27 / 85-13601 Dated 19.8.85 regarding conducting driving tests and issue of driving licenses . Conductor’s licenses in Stage Carriage are also to be issued under supervision of I.M.Vs as per provisions in the M.V.Act and Rules . The driving tests for issuing of driving licenses should be jointly conducted by the R.T.Os and I.M.Vs and so also the Conductor’s Licenses should be issued by both the officers, after following the provisions of  law.

 

5.         While performing tours the Inspectors Of Motor Vehicles should particularly attend to the following matters, among other and this should find mention in their tour diaries synoptically.

 

 (III) ISSUANCE OF CERTIFICATE OF FITNESS TO THE VEHICLES

 

6.                        Detailed guidelines have been issued in the office order No-XXIII-27 / 85 –13492 Dated 17.8.85 and this has been reiterated in letter No-XIV-29/86-12133 Dated 2.8.86 for rigid inspection of vehicles before issue ,renewal and cancellation of fitness certificate, A check list for issue of fitness certificates was also circulated with the office order  dated 17.8.85 and a Performa for maintaining a “Fitness Certificate Register” was also prescribed . It is expected that these are being followed meticulously by all I.M.Vs. Mechanical condition of the vehicles plying on the road should be checked by surprise test of the vehicles wherever felt necessary, fitness certificates should be cancelled and re-issued after necessary repairs of the vehicles.

 

 

(IV ) INSPECTION OF ACCIDENT CASES 

 

7.                     Instructions have been issued in letter No-7305/S.T.A dated 26.07.63 and office order No XIV-124/85-11000 dated 15.7.85 both recalculated with letter No XLVIII-9/87-8879 dated 3.6.87 regarding prompt inspection of vehicles reputedly involved in accident and for which requisitions have been received by the I.M.Vs . In the modified instructions it has been provided that in no case there should be delay in inspecting any vehicle involved in accident for more than 48 hours from the time of receipt of the requisition and in submitting the report on the accident by more than 72 hours from the time of inspection of the vehicle by the I.M.Vs. In a recent review it has been found that except before certain cases most of the I.M.Vs have been able to inspect vehicles and submit their reports promptly. This should be kept up.

 

 

(V)    CHECKING OF OFF-ROAD VEHICLES AT THEIR PLACES OF  GARAGE / ON ROAD. 

 

8.         Instructions have been issued in this office memorandum NoXXII-2/85-7555 dated 14.5.85 and reiterated in Circular No 3/87 dated 24.07.87 issued vide memo No-XLX6/87-12179 that one the important causes for leakage of M.V. revenue is the off –road concessions given to the owners of vehicles for keeping their vehicles off-road but plying them clandestinely . It has been provided that the I.M.V should test check at least 10% of the off-road vehicles which are enjoying such concession in any particular month  for which a consolidated list is to be circulated through R.T.O by 7th of the month to which it relates. These vehicles can be checked at their places of garaging and also during enforcement check by I.M.Vs. Result of verification should be recorded in the “off-road register” in the respective column and also during in “the Miscellaneous Proceeding Register” if any check reports have been submitted on this basis , this should also find mention in the tour diaries of the I.M.Vs .                 

 

 

(VI) INSPECTION OF GOVERMENT VEHICLES

 

9.         The I.M.Vs  have been authorized by Government to inspect the Government vehicles for ascertaining the repairs necessary and also after these vehicles have been repaired through various garages .This is significant responsibility bestowed upon I.M.Vs to ensure that Government funds for repair of vehicles  are well pent . It is incumbent upon the I.M.Vs to ensure prompt checking of Government vehicles whenever such requisition are received and to ensure that these are properly repaired through approved garages . This should not only find mention in their work done report in form-J but it should also be specified in their tour diaries.

 

 

(VII)  SURPRISE CHECKS OF VEHICLES / ISSUANCE OF VEHICLE CHECK             REPORT.

 

 10.      To provide requisite guidance to the enforcement staff and to prevent violation of M.V. Laws, instructions have been issued that I.M.Vs should conduct surprise checks with the enforcement squad in the offices of the R.T.Os for at least 4/5 days in each month and mention the results in their tour diaries. During such surprise raids , they should check the certificates of registration and certificates of fitness of vehicles as also payments of  M.V.Tax, proper driving licences and conductor licences of drivers and conductors, whether off-road vehicles are plying as on-road vehicles violation of permits conditions by the vehicles having permits, as also plying vehicles without permits. Compounding fees, Advance Compounding fees as prescribed in Circular No-3 of  24.7.87  should also be realized and vehicles check reports issued , copies of these should be given to the driver / owner of the vehicle along with list of documents if any seized and on return to the headquarters these particulars should be got entered in the concerned register.

 

 

ABSTRACT OF TOUR DIARY

 

11.                   An abstract of the performance of tour diary should  be invariably Annexed to the tour diary submitted for each month , on the specific items as given below  :-

 

  (a)  No of days spent on tour

   i    within the region

  ii   outside the region

  (b)  No of night halts

   i.   within the region

  ii.   outside the region

 (c )  Amount of  M.V.Tax /Compounding fee / Advance compounding                                                                                             

        fee realized.

            (d)  No of tax evasion cases detected

            (e)  No of permit violation cases detected .

            (f)   No of prosecution report issued .

            (g)  No of off-road vehicles checked .

(h) No of accident cases inspected (within 24 hrs/ within 48 hrs/                                                                                         beyond 48 hrs)

            (i)   No of Govt. vehicles inspected / Public vehicle inspected on  payment of fee  .

(j)      No of F.C issued / renewed / rejected / cancelled .

 

 

 12       The receipt of the Circular order may please be acknowledged .

 

03

09

07.07.1988

Performance of tours and submission of tour diaries by the Regional Transport Officers-Disposal of VCRs in the Regional Transport Offices to find place  in tour diaries .

In the circular letter No-4858( 15 ) dt. 18.3.86 addressed  to all the Regional Transport Officers the requirement of tours to be made by the various R.T.Os had been delineated . In that the performa of the Abstract of tours performed including performance on various item had also been intimated . Among the various activities for which a synoptic report was asked to be given in the “Abstract” the “Disposal Of Vehicle Check Report” by the Regional Transport Officers and other authorized officers in the Regional Transport Officers had not however been mentioned .It is however seen that there have been avoidable accumulation in various Regional Transport Offices of Vehicle Check Report submitted by the Enforcement staff .A “Miscellaneous Proceeding Register” is maintained in every Regional Transport Office to diaries and monitor the disposals of these vehicle check report . However these check report are not being disposal promptly, for which such reports are pending for years . As a result of the avoidable delay in disposal, not only realization of Motor Vehicle revenue is hampered but also the deterrence sought to be caused by submission of the vehicle check report is lost . This is gradually becoming a problem and needs to be monitored.

                                  

2.       It is therefore necessary that the R.T.Os should also mention in their tour diaries the date regarding how many vehicle check reports had been disposed of in their offices every month either by them or by their subordinate officers . They should also indicate in how many cases cancellation / suspension of permits / registration U/S 60 and 33 of M.V.Act  respectively have been resorted to from among the cases disposed of  .They should mention this in sub-item No-(10 ) of paragraph “ 4-Abstract ” of the letter under reference as follows

 

     “ 10 Nos. of vehicle check report disposed of Amount realized number of cases in which action U/S60 and 33 of M.V. Act ”

 

3.        This should be given effect to at-once and all concerned informed .

              

 

 

04

16

05.01.1989

Procedure for submitting proposals for Special Repairs / Condemnation of vehicles / Ex-post facts sanction of expenditure on repairs of vehicles.

On a review of the various proposals received from you for sanction of the Special Repairs to vehicles it is found that even the fundamental requisites for furnishing such proposals as per provisions contained in the rules Regulating Control and use of Government vehicles and the Finance Department Circulars issued from time to time are not being followed . While this is regrettable for your guidance the following instructions are issued .

 

2.                  Financial limits of expenditure on maintenance and repairs of Government Vehicles have been fixed the Finance Department in their notification No.Codes-8031 dated 27th February 1985. This is given in Annexure-I . This expenditure can be incurred by you after exercising due scrutiny . no reference to the headquarters is necessary . However estimates exceeding Rs 1000/- is required to be checked by the Inspector of Motor Vehicles or a Technical Officer of equivalent rank before repairs could be undertaken . This limit also excludes expenditures on tyres, tubes and batteries for which however the minimum requirement is fixed as in Annexure-I

 

3.                  After repairs are undertaken  and the vehicles is ready to be put on road , a certificate from the M.V.I or a Technical Officer of equivalent rank as the case may be should be obtained and kept in record to the effect that the spare parts have been purchased and fitted as also that repairs have been undertaken properly and the vehicle is road worthy .It is very often seen that repairs are not taken up within the annual financial limit and even when taken up are not recouped promptly with the result that annual limits are not utilized . However when the repair bills snow bill into huge amounts these these are sought to be regularized by seeking for ex-postfacts to sanction of Special repairs for a huge sum after some years   .

 

4.          Only for expenditures on repairs and maintenance to be incurred beyond the financial limits prescribed proposals for sanction are required to be sent to this office . While preparing the Special repairs estimates , purchase of tyres , tubes and batteries should not be included in the estimate . The proposal for sanction should not be included in the estimate. The proposal for sanction should therefore contain the following particulars :

 

(i)                  The date of purchase of the vehicle and the purchase cost.

(ii)                Year-wise K.Ms. run beginning from the date of purchase / year wise amounts spent on repairs and maintenance beginning from the date of purchase.

(iii)               Whether the amounts spent in each year have been within the limit fixed in Annexure-I, if not whether for the excess expenditure incurred in any particular year(s) post-facts sanction(s) had been sought for and the letter No and date in which such proposals sent if so which what result .

(iv)              Will the repairs be economical ? After repairs for how many year / kilometers the vehicle is likely to run .

(v)                Whether budget revision has been made to accommodate the proposed expenditure for special repairs during the year . If so the Head of Account in which such expenditure can be accommodated .

(vi)              To the proposal for sanction the M.V.Is report of technical inspection and estimate must be enclosed .

 

5.         As earlier stated for replacement of tyres , tubes and batteries, the norms specified in Annexure-II are applicable . If replacements of these particulars are considered necessary, before expiry of the minimum required period prescribed , specific proposal should be sent with the recommendations of the M.V.I. or a technical officer of equivalent rank for our information .

 

6.         As far as possible expenditure should only be incurred on receipt of sanction. As you know sanction order is conveyed by the Commerce And Transport Department after obtaining concurrence from the Finance Department of the State Government. No expenditure should therefore be incurred before the sanction order is received and funds are also available for the purpose. In expenses of Government work, if repairs are required to be undertaken in anticipation  of sanction permission would require to be obtained . In this connection you must also enquiry the requirements prescribed in the Finance Department Memo No-OF-II-10/74-29960(600)/F ,date 08.08.74(Annexure-III) . No post-fact sanction proposal can be processed from the headquarters for sanction of Government in Commerce And Transport Department unless you also refer to this prior permission earlier obtained .For post-facto sanction of expenditures incurred the following procedures should be followed:

 

(i)                  All particulars as required for in the proposal for sanction shall be furnished along with the M.V.Is report of inspection and estimate of repairs .

(ii)                Certificates as laid down in Part-2 of the F.D Memo No-OF-II-10/74-29960(600)F ,date-08.8.74 ( copy at Annexure-III ) should also be submitted .

 

7.                  For the vehicles which have completed the total kilometerage prescribed during their entire life or have completed their prescribed life or both , the head of the department has power to sanction expenditure upto Rs. 1000/- and the administrative Department full power subject to the condition that the expenditure is not un-economical . For this purpose any expenditure on repairs exceeding 20 percent of the cost of the vehicle shall be treated as un-economical .

 

8.                  If the vehicle has run 2 Lakh K.Ms and is more than 10 years old , then proposal for condemnation of the vehicle stating the facts clearly should be submitted as early as possible . In all such cases the M.V.I. should certify that further repairs would be uneconomical and should also specify the off-set price for the vehicle if sold by auction / tender .

            

9.          Proposal for sanction / post-facto sanction shall not be entertained if these are not received as per guidelines       enumerated above  .

 

                                       A N N E X U R E - I

                                                     ( Rule-20 )

 

 

Sl.

No

Type of

Vehicles

Mini .

Life

Years

Mini.

Yearly

K.m

Range

Particulars

Of

Expenditure

1st

Year

(Rs.)

2nd

Year

(Rs.)

3rd

Year

(Rs.)

4th

Year

(Rs.)

5th

Year

(Rs.)

 

1

2

3

4

5

6

7

8

9

1

Cars,Jeeps,Station

Wagons,Pickups,

Treckers&Land

Rovers

10

20,000

Cost of spare

Parts,Servicing &

Maintenance

-

-

-

-

-

(a)

Vehicles driven

In Petrol

-

-

-

700

2650

1950

5260

 

 

1950

(b)

Vehicles driven

In Diesel

-

-

-

760

2875

2110

5700

2110

2

DepartmentalTrucks

(otherthanT.M.B.&

Leyland vehicles)

8

32000

Ditto.

2600

12545

19390

23190

18900

3

DepartmentalTrucks

(T.M.B.)vehicles

10

40000

Ditto.

2660

12545

19390

23190

28900

4

DepartmentalTrucks

(Leyland vehicles)

12

48000

Ditto.

2660

12545

19390

23190

28900

5

DepartmentalBuses

(otherthanT.M.B.&

Leyland vehicles)

8

25000

Ditto.

3050

13195

20300

30990

29420

6

DepartmentalBuses

(T.M.B.)vehicles

10

35000

Ditto.

3050

13195

20300

30990

29420

7

DepartmentalBuses

(Leyland vehicles)

12

35000

Ditto.

3050

13195

20300

30990

29420

 

              Finance Deptt. Notification No.Codes-8081-F  Dated the 27th February 1985

 

 

                                  A N N E X U R E - I

                                                (Rule- 20)

 

 

     

Sl

No

Type of 

 vehicles

6th

Year

(Rs.)

7th

Year

(Rs.)

8th

Year

(Rs.)

9th

Year

(Rs.)

10th

Year

(Rs.)

11th

Year

(Rs.)

12th

Year

(Rs.)

Total

 

1

10

11

12

13

14

15

16

17

1

Cars,Jeeps,Station

Wagons,Pickups,

Treckers&Land

Rovers

-

-

-

-

-

-

-

-

(a)

Vehicles driven

In Petrol

3510

2275

5260

2650

3860

-

-

30,065

(b)

Vehicles driven

In Diesel

3300

2465

5700

2875

4180

-

-

32,575

2

DepartmentalTrucks

(otherthanT.M.B.&

Leyland vehicles)

22055

22055

18250

-

-

-

-

1,49045

3

DepartmentalTrucks

(T.M.B.)vehicles

22055

22055

18250

14575

30420

-

-

1,94040

4

DepartmentalTrucks

(Leyland vehicles)

22055

22055

18250

14575

30420

14575

14575

2,23190

5

DepartmentalBuses

(otherthanT.M.B.&

Leyland vehicles)

22935

23225

20200

-

-

-

-

1,63215

6

DepartmentalBuses

(T.M.B.)vehicles

22835

23225

28650

15485

30420

-

-

2,17570

7

DepartmentalBuses

(Leyland vehicles)

22835

23225

28650

15485

30420

17176

17175

2,51920

 

                                                         A N N E X U R E - II

                                                                      (Rule-20)

 

       

Sl. No.

Type of vehicles

Minimum Life

Tyres/Tubes

Minimum Life

Batteries

1

Cars,Jeeps,Station Wagons,

Trackers , Pikup-Vans and

Leyland Rovers

25,000

3 Years

2

Tucks & Buses including

 Mini Buses

30,000

1 Year

 

  Finance Deptt. Notification No.8081/F             Dated the 27th February 1985

 

                                                 A N N E X U R E – III

                                                       Finance Department

                                                      Government of Orissa

 

 

To

 All Departments of Government

 All Heads of Departments.

 

          SUB  :- Procedure for obtaining Ex-post-Facto sanction to unauthorized expenditure .

 

                           1.  The undersigned is directed to say that instances frequently come to the notice of Government where irregular purchases made by certain officers without obtaining prior approval of competent authorities are sought to be regularized through Ex-post-Facto sanction with the concurrence of the Finance Department . In most such cases the proposals are moved after longlapse of time and the argument that is generally advanced in that withholding of sanction will delay settlement of audit objections. It is also seen that in most cases the Administrative Department do not make appropriate investigation to fix responsibility or to satisfy themselves that the unauthorized and irregular expenditure was unavoidable and had to be incurred either due to urgency of requirement of public service or otherwise in public interest . The quistation as to whether such unauthorized expenditure has results in any loss or infructuous to Government is hereby over investigated .

                             2.  After careful consideration of all aspects of this problem , Govt. have been pleased to decide that in future Finance Department shall  not entertain any proposal fgor according in post-facto approval to unauthorized and irregular expenditure where such expenditure is required to be incurred only with the prior sanction of Govt. in consulcation with the Finance Department unless Adminstrative Departments concurred fulfil the following condition   : 

 

(a)  Responsibility for the unauthorized expenditure is fixed at the concerned officer after a through investigation of cases .

 (b)     The Administrative Department certify that   :

 

(i)                  Purchases made / expenditure incurred without prior sanction of competent authority were unavoidable considering the urgency of requirement of the public service or

(ii)                The purchase made / expenditure incurred was otherwise in public interest and

(iii)               Delay in effecting such purchases after obtaining sanction of the competent authority would not been in the interest of public service . 

 

3.        Certificate to the effect mentioned in the proceeding paragraphs must be clearly recorded by the Secretary of the Administrative Deptt. Concerned after making a full appraisal of the attendant circumstances leading to the unauthorized expenditure before the cases are referred to be Finance Department for obtaining their concurrence to the Ex-post-facto sanction .

 

                                                                                                                                           Sd/-

                                                                                                                             Deputy Secy. To Govt.

 

 

05

20

07.03.1989

Duties and responsibilities of Asst. Regional Officers Posted to the Unified Border Check-gates.

The State Govt. in the Commerce And Transport Department have in their letter No-FE-I-GE-33/88-13923 dt-07.9.88 sanction the creation of 9 posts of Asst. Regional Transport Officers to be posted to the Unified Border Check-gates of the State . Accordingly appointment by the promotion had been made in the Notification N0-X-28/89-26755/TC ,dt-10.11.88 from this office . These posts have been created primarily to argument Government revenue by way of prompt realization of Motor Vehicles Tax , Fees and compounding fees as also to ensure proper supervision on the functioning of the Checkgates and maintenance of monitoring devices .It is therefore necessary to delineate various duties and responsibilities of the Asst. R.T.Os who have been posted to the check gates , away from the headquarters of R.T.O offices where the Asst. R.T.O.s had earlier been posted to assist the functioning as well as supervision of the office of the Regional Transport Offices . The following duties and responsibilities are accordingly prescribed for the Asst. R.T.Os posted to Unified Border Checkgates for smooth management of the day-to day work .

 

MAINTENANCE AND VERIFICATION OF REGISTERS

 

(1)                 Verification of the Motor Vehicle documents of the transport vehicles plying through the checkgates including validity of permits , fitness certificates , Insurance certificates ,Payment of M.V. Taxes and other relevant matters-maintenance and checking of the movement Registers of vehicles in form as in Annexure-6 to the Circular No-TLC-59/69-7223(14) /T , Dt-01.5.69 as revised slightly in circular letter No-XXI-34/89-3123 dt-21.3.89

 

(2)                 Daily collection Register .

 

(3)                 Cash books in form O.T.C. 4 (where it is necessary to be maintained )

 

(4)                 Stock Registers of Receipts books for Miscellaneous Receipt and Tax Receipts .

 

(5)                 Insuranance of Temp. Permits in Checkgates maintenance of registers for such issuance of Temp. Permits .

 

 

(6)                 Stock Registers of vehicles Check Reports/ Issuance of vehicle check reports (where necessary)

 

(7)                 Attendance Register of O.M.V.D. Staff posted at Checkgates .

 

(8)                 Visit Register of Inspecting Officers to the Checkgates and compliance to their observations.

 

SUPERVISION

 

(9)      Rotation of duties among the O.M.V.D. staff posted at Checkgates with     approval of Addl. C.T.O. / R.T.O. concerned .

 

(10)    Handing over cash to the Addl. C.T.O.- Cum- Addl. Assistant Secretary to    S.T.A. posted at the Checkgates after each day’s transaction.

(11)    Preparation / Compliance to the Report / Returns (as necessary in  the minimum ) as also preparation of monthly summary of activities of the Unified Border Checkgates concerning O.M.V.D. functioning .

 

(12)             Submission of absents statement to the concerned R.T.O.

 

(13)           Compliance to the Audit and Inspection report /suggest measures for increase of Government revenue.

 

(14)           Realize with concerned Additional Commercial Tax Officers / Regional Transport Officers in all important matter.

 

               SUB :- Duties and responsibilities of Asst. R.T.O.s posted to the Unified  Border Checkgate .

 

 

The item-5 under “ Maintenance and verification of Registers ” Circulars No-20 of 1989 issued vide Memo No-XXVI-4/89-3651 Dated the 7th March 1989 may please be modified as follows :

 

 Instead of because issuance of permits will be through the Addl. C.T.O. in Checkgates who have been declared as ex-officio Additional ,Assistant Secretaries to the State Transport Authority , Orissa . The Assistant R.T.Os as Taxing Officers can issue only tax receipts under their office seal and signature.

 

 

 

06

28

00.00.0000

Duties and Responsibilities of Field Officers.

Instruction have been issued from time to time on duties and responsibilities of R.T. Os, Addl. R.T.O., Addl R.S.T. (Enf) and M.V.Is. and also performances on tours. Despite repeated instructions, it is noticed with concern that there is no much improvement in the quality of touring of officers.

 

2.                    It has been impressed upon all concerned to ensure submission of tour diaries in time i.e 20th of the succeeding month, only a few adhered to prescribed date line. Besides, the following irregularities have been noticed while reviewing tour diaries.

(i)                Some officers are using friend’s car indiscriminately, which is not proper for the purpose of official duties.

(ii)              The number of off-road vehicles checked by field officers are not adequate. As per the circular, 100% check of off-road vehicles should be ensured by R.T.O. through his enforcement machinery. He himself should ensure at least 10% of check of such vehicle during every month and also ensure 10% of check by M.V.I. every month. The number of the off-road vehicles checked should also be mentioned.

 

3.                    Your are therefore requested to follow the guidelines so that the deficiencies mentioned above will not reoccur while submitting tour diaries, in future.

 

4.                    The receipt of the above circular may please be acknowledge.       

 

 

 

07

45

20.02.1992

Submission of Particulars on Accident Cases

It is observed that the register now maintained by the Motor Vehicles Inspectors in respect of inspection of accident cases in the form prescribed in this office order no.XIV-124/85-11000/TC dt.15.7.85 and communicated in the memo next, does not contain some important information’s like cause of accident, Police case no., relevant section of the criminal law under which the case is registered, name of the driver driving the Vehicle at the time of accident, class of Vehicle, number of persons injured or died in the accident etc.

 

Now, therefore, the matter has been re-examined at this end and a revised proforma for the register of accident cases is prescribed and herewith enclosed. All the Motor Vehicle Inspectors are impressed upon to maintain this register in the revised proforma with effect from 1st   March, 1992 without fail. The present circular supercedes the earlier office order no.11000/TC dt.15.7.85 please acknowledge the receipt of the circular and inform if the Register has been opened as per the enclosed format.

 

08

49

17.07.1993

Guidelines on preparation of Audit Compliance and   Submission of Monthly   Return on Audit Compliance.

Not with standing any instruction issued earlier the following guide-lines are issued and should be followed in preparing audit compliances and submission of monthly return on progress of audit compliance.

                 

1.                    When preliminary objection memo is received from the audit party while conducting audit, you must go through the objections carefully and submit your compliance in detail in respect of each case/Vehicle so that it can be stopped  then and there and will not be incorporated in the audit report Inspection report.

 

2.                    Demand Notice must be issued to the concerned vehicle owners which are held under objection immediately on receipt of the preliminary objection memos without waiting for the audit report/Inspection report to come.

 

3.                    On receipt of Audi/Inspection report you must send your first compliance of S.T.A, within 15 days from the date of receipt of the said report.

 

4.                    After issue of inspection reports the Accountant General Orissa selects some paragraphs from each inspection report relating to each region and prepare draft notes and send those draft notes to S.T.A. for submission of compliance through the Administrative Department.

 

5.                    Normally the Accountant General, Orissa gives 15 days time for submission of compliance to those draft notes. If no compliance/inadequate compliance is submitted then the A.G. Orissa includes those draft notes in the report the comptroller and Auditor General of India. These reports are subject to discussion in the public Account Committee of the State Legislative Assembly.

 

6.                    By the time your receive a draft note you must have issued demand notices and tax recovery started on the basis of the original Inspection report which you have already received. So immediately on receipt of the draft note you prepare the compliance and send it … to S.T.A. within 7 day of the receipt of the draft note to avoid inclusion of the objection in the report of the comptroller and Auditor General of India.

 

7.                    While preparing compliance to Audit/Inspection report first of all you may examine if the objection is not sustainable other-wise and there after demand notices be prepared issued and served on the concerned vehicle owner. Then tax recovery cases must be started against the defaulting vehicle owners as per provisions of schedule-II of Orissa motor vehicles Taxation (As added by amendment in 1993) Act, 1975. It may be noted that Regional Transport Officer is the tax recovery Officer as per provisions of O.M.V.T. Amendment Act, 1993.

 

8.                    The monthly return as at Annexure-I and II are prescribed to monitor the Audit compliance at the Regional Transport Officers. The returns of a Month must reach S.T.A. by the seventh instant of the succeeding month.

 

                        The above instruction must be followed meticulously.

 

 

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