Page 141 - IRSEM_Main Book

Para no. 6.2.1 Annexure: 6-A1

Imprest Stores
(Extracts from Indian Railways Stores Code)

1801. Definition of Imprest Stores: Materials whether stock items or non-stock items, held
in stock not for specific works but as a standing advance for the purpose of meeting day to
day requirements in connection with the repair and maintenance shall, including
consumable stores such as cotton waste, jute, oil, grease etc. be treated as imprest stores,
so long as they are under the control of the authority in charge of the executive unit and
have not been issued to works.

1802. Object of Imprest System: The main object of the Imprest System is to control the
expenditure on materials used each month in the running repairs of rolling-stock, etc. But
this involves inter alia, effective financial and departmental control on the stocks of
materials held at outstations and their issue and recoupment.

1805. Schedule of Imprest Stores: Schedules of items of such materials showing the
quantities of each item which should be held as an imprest should be prepared separately
for each imprest holder. This schedule (S. 1805) shall show the following details;

Form No. S.1805

(1) Class of Stores.

(2) Price List or part List Number.
(3) Brief description of Stores.

(4) Sanctioned Imprest.
(5) Rate.

(6) Value.

1806. Copies of the schedule and any subsequent modifications of it should be supplied to
the DRM, immediate superior of the imprest holders, the Stores Department and Accounts
Officer, Stores, who should each keep the same up-to-date.

1811. Control of Imprests: It shall be the duty of the controlling authority in charge of the
imprest holders to see that the imprests are revised from time-to-time so as to ensure that
they are the lowest possible both as regards quantity and value, consistent with actual
working requirements. The imprest holder shall be held responsible to ask for a reduction or
deletion of any item of imprest on the basis of the consumption in his shed or station.

1817. Accounting: Each JE/SSE(Signal) holding imprest stores shall maintain a numerical
ledger on Form No. S. 1817 showing receipts, issues and balances of imprest materials. Each
item of the imprest stores shall be dealt with on a separate page of the ledger.

1829. Closing of Ledgers and Recoupment of Imprests: The Divisional or District Officers
should fix the dates of accounting period for each imprest holder and intimate the same to
the Accounts Officer, Stores.

1830. Each Imprest Holder should close his ledgers monthly on the dates fixed for him and
check them with the Issue and Recoupment Schedule which should be prepared in the form
shown below from the Monthly Summary of Issues (S. 1823).

Chapter 6: Signalling Stores and Accountal Page 113 of 535