the Shri Jagannath Temple (Office Procedure, Financial and Miscellaneous) Regulations, 1967

Wr OFFICE OF THE sat SAGANMATH TEMPLE MANAGING COMMITTEE, PURI NOTIFICATION The I7th November, 1967 ae — In exercise of the powers conferred by section bri Jagannath Temple Act, 1955 (Orissa Act Il of 1955), Shri Jagannath Temple Managing Committee do hereby make the following Regulations with the approval of the State Government, A (1) These Regulations may be called the Shr” Jagannath Temple (Office “Procedure, Financial and Miscellaneous) Regulations, 1967. (2) They shall come into force on the Rasa Purnima day of 1375 V. S corresponding to the 17th day of November 1967. PART I OFFICE PROPEDURE 2. General — The entire day to day administration of the Temple shall be the personal responsibility of the Administrator who shall be the head of office and will ‘be responsible for the proper working of his own office No, * Published in the Orissa Gazette Extraordinary issue dated wt the working of the Temple and management of its Owments. The office of the Administrator and the *mple Administration shall be under the direct control, direction and management of the Administrator, The Administrator shall assign the duties and responsibilitiestothe Assistant Administrator :orto such other officer as the case may be and other staff in addition to those enumerated below for sthe proper and effective admini« stration of the Temple, Officers The Chief’ Executive Officer is the Admi- nistrator. An Assistant Administrator or such other officer as the case may be, shall be in subordinate charge and discharge his duties and functions as may be assigned40 general and from time to time.according to of the Administration for the proper and effe- ctive administration of.the Temple, The Assistant Admi- nistrator (or such other officer) shall make a list of ‘all existing staff of all categories, 4. Creation and method of recruitment of staff— No new post shall be created without the prior approval of the Managing Committee ‘and sanction of the State Government, as the case may be. him in ty 5. ...Correspondence— There should be separate collections :for seach subjegt and. each file havingits oonseguti ve the collection and its subject. The Office Superintendent shall maintain a guardfile containing all the important orders, ciroulars resolutions of perma- nent nature and notes of inspection, aun r.within Pa w Opening Of Dak, etc. — AN the Daks shall be opened y the A and in his absence by thé AssistantAdministrator. The Office Superintendent stall “Open the Dak during the absence of both theAdministratorand Assistant A dm trator ministrator and shall place.all importantletters, etc., received Assistant Administrator before the Administrator or the »as the case may be, ‘when theyreturn to headquarters, The Office Superintendent willreceive: a}] TegiStered and jinsured letters unless they areaddressed 10the Admin; Strator by name, Ono letters, the Oi; to Assist nt Admini. the Administrator Superintendent shall place them before da Or Assistant Administrator and all uring the day shall be diarised, 7. Duties of Office Superintendent responsibility for the records and Ppoffice: shall rest with the Office Superintendent who shallbe the head ministerial officer, who subject to the approval and ‘orders of the Administrator shall distributeduties among. the Clerks ~and other subordinate visoty’'staff. He should inspect each ‘seat at least oncein 4 month and the office at least once in three months,He-shalll obtain the “pending list from each Clerk oncein & fortnight’and place it before the Administratorthrough the Assistant Administratornee of the pendency promptly and’ efficiently, ‘He: shall maintain 2 personal Hand Book in which he shouldrecord all important and <urgent references Tectived and to be dealt with promptly and on the fixed, According to the distribution of ronne neClerksta duty chart shall be hung by the side o each Clerk, — The immediate roper working of the uper jwar 8. Maintenance of Regitters —(a) Each Clerk shall maintain _ (a) Log Book (c) Forward Diary and (d) Transit Register The receipts should be entered in the Log Book. (b) The file register is meant for entering chronologi- cally all letters received from outside and those issued froin office. A new file number shall be given in the file register when a new file is opened and all pending files shall be brought over to next year at the beginning of the calendar year and anew file number given by rou- nding off the old number. (c) The Forward Diary is meant to put up a letier on a particular date fixed by consulting it everyday. (d) Transit Register — It is meant to ensure prepara~ tion of fair copies in time. No letters meant for issue on a particular day shall be issued, on the next day and at the end of the the Clerk shall place it before the Office Superintendent for check. Any delay in the issue of the letters shall be brought to the notice of the Administrator or/and Assistant Administrator by the Office Superintendent. 9. Dealing of files — Each file shall have a .running Note sheet, The correspondence received and issued “shall be noted in the note sheet, It should be page numbered. The file shall contain and be arranged in the following order :— workin day (b) First page note sheet (c) Second page note sheet! (d) Draft for approval (e) Paper under consideration and its enclosures, if any 10. Opening of files — A file shall be opened for each subject except in the case of Miscellaneous matters of uNimportant nature which may ba dealt in a Miscella-neous correspondence file, The clerk should prepare his note having properlystudied the papers under consideration in a simple, clearand concise form referring to relevant previous correspo-ndence on the subject. The note shall have reference to the paper or papers under consideration. It should be submitted to the Office Superintendent who should add or modify it and submit it to the Administrator through the Assistant Administrator for orders and the files with orders or queries as the case may be of the Administraterand/or of the Assistant Administrater shall be received back by the Office Superintendent who should after seeing the orders passed shall pass ‘on the files to the consermed Clerks for further action either to answer the queryor to prepare a draft on the lines of the orders passed either in the form of a letter, O. O. letter or anyother action as indicated in the orders. 1]. Reminders may be ordinary, demi-official, Saving~ram and Telegram according to importance and urgency: em 12. PreparatiParation of {aj of issuing officer aa Copy, comparision and signature titudSat work Should be done with promp- viz, the Advi or signature of the Issuing Officer . whe ote nistrator or tne Assistant Administrator Ie ce Superintendent as the case may be. All tters addressed to Superior officer should be signed either by the Administrator of the Assistant Administrator invariably and all interim correspondence with the Subordinate staff of the Temple Administration or Sebayat, or the like may be signed by the Office Superi- ntendent for the Administrator or the Assistant Admini- Strator, as the case may be. copying placed 13. Despatch — On return’ cf the fair copies the Clerk in charge of despatch shall enter in the Despatch Register by giving a number and date and note the word “issued” on the draft and initial it with date. The issue numbers should be consecutive during a calendar year. 14. Delivery of Local Dak — No letter or file shall be sent by post at the same headquarters which should be sent through the Peon Book. 15. Issue by Registered or Insured Post — All important letters and other files or articles shall be sent by Regie stered, Insured or parcel post as the case may be. They may be sent by Express Delivery or through special messenger according to urgency and importance, 16. Stamp Account — A Register showing the Stamp Account shall be maintained and the issue Clerk shall 17. Pending lists — Put up the Register to th . check at thee € Office Superintendent for hd of the working day, A fortnightly pending list in respect of receipts shall be prepared by every Clerk on the nd and 16th of the following working day of every month and put up to the Office Superintendent for check, The Office Superintendent should check about the correct. ness of the pendency and shall prepare and submit a consolidated list of papers pending clerkwise to the Assistant Administrator within two days. The Office Superintendent should record his comments or remarks about the “pendency and ensure clearance ‘as promptly as possib e, | A separate receipt and issue register shall be maine tained by a Clerk selected for the purpose of all Confie dential Correspondence which shall be dealt with by the Administrator in his confidential section. 18. Classification of paper, transmission of records to Record Room and destruction of records etc., — There shall be a Record Room to which all disposed of records and registers shall be consigned after disposal. The files may be marked A,B and C according toimportance A or @ being permanent records, B or ¢ being semi-important to be preserved for 12 years and C or q destroyable after an year subject to the personal “scrutiny and certie ficate of the Administrator. The classification of papers shall be done by the Office Superintendent. The registers are also to be preserved permanently or destroyed after a specified period according to impor tances,‘asenumerated below, oN tin A or Permanent Registers — All registers rela-§ to Land Records, other iumovable, valuables,otf Mineral Registers, and leases, buildings,Cquittance Rolls,Stock and Store Register,Cash Books, egister Bora Semi-permanent _ Annual Administrationteports and such other Papers as may be so decided bythe Temple Managing Committee, Bill Register, Regi-ster of changes affecting demand, Register of securitiesby the staff, and Register of Sairat sources, C or a — All Registers relating to correspondence. Note-The list is not exhaustive. The Administrator shouldinclude all other registers in the list in the appro-ptiate classification. 19, The records and registers of the Record Room shallbe properly arranged and preserved in racks, A list of records and registers ripe for destructionshould be prepared and destruction effected after priorsanction by the Administrator. The list of recor.is, Regiester, ete, shall be made in duplicate and a copy of itretained by the Reeord Keeper and the original returnedto the person consigning the record, etc, duly signedand dated by the Record Keeper. Separate Registers shall be maintained by theRecord Keeper which shall coatain the list of all A or 9,Bor @,Corq Class records and registers and other yaluable articles kept in the Record Room. C Room Office Superintendent shall inspect the Record Office and on? along with the inspection of the the a note of inspection and submit it to strator through the Assistant Administrator. The al prepare Admini The Record Keeper shall maintain @ Register wherein he shall enter the record, register OF any other article issued on the requisition of a Clerk or any other stall and taken his signature while issuing the record etCe On its return, he should note the date of return in the appropriate cclumn and put his dated signatures place the record in proper place and take out the slip. Each Clerk or other subordinate officer 1s personally responsible for the files, stores, in his charge. Each Clerk may have an ordinary almirah or a pigeon hole almirah according to’ necessity with the key kept by the person in charge. etc, Any file taken home by the A4ministrator or the Assistant Administrator for work outside office hours “must be under his own responsibility and no file shall be taken by any Clerk or other subordinate staff for work at home except with the prior written ordinaril permission of the Administrator. 20. Charge Report— In case of change in personnel a charge report should be prepared duly signed by both the outgoing and incoming incumbents and acopy of the ‘same should be preserved in office. The charge report should contain a clear account of files, materials, etc , handed over and taken over. Ue 21, Office order book Assistant Administrator 5 Book ‘recordin administration The Administrator and the hall maintain an office Order 8 orders passed by them for the proper for the guidance of the staff. 22. Confidential papers — Ay) Confidential papers shallbe kept by the Administrator, 8. A catalogue of books of the Administrator shall be maintained and no issue should be made without taking the signature of the officer, receiving Clerk or other subordinate staff. The Librarian shall be personally responsible for any missing of the book, No book or reference should be issued for more than fifteen days at a time. There shall not be more than two issues at a time. Libra 4. Inspections — The’ Office Superintendent shall review the working of all seats once ina month and submit his notes of review to the Administrator through the Assi- stant Administrator. The Assistant Administrator shall inspect the office once in every half year and likewise submit his notes to the Administrator. The Admini- strator shall inspect the office and submit, a copy of his inspection note to the Law Department through the Vice-President of the Committee-cum-Collector of the district. The Office Superintendent shall ensure compli- aDce of the notes of inspection within three months from the date of receipt of the inspection notes. The Vice-President of the Committee (Collector ef the District), if so authorised by the Committee may call for any papers and files at any time in Temple interest or public interest and may inspect the office at wy any time he ttee may de So hkes The Mand any ins re it and ction note being placed befo- thereupon the Administrator would prescribed i, he © The several forms and Registersiscellane adopted b Orissa Record Manual 1964 should be Y Shri Jagannath Temple Administration The language tobe used for ithe correspondence maint€nance of records shall be in the Oriya age. But the Administrator may maintain records, Correspondence or reports in the English language, whereever he feels it n€cessary or desirable, and PART II FINANCIAL REGULATIONS 26, General — Financial year of the Temple tion shall be the usual financial year from Ist April to 31st March. The maintenance of accounts shal! be in charge of an Accountant and daily at the end of the working day by the Ojiice Superintendent who shall be jointly responsible with the Accountant for the proper and correct maintenance of the accounts. 27. The following registers sh all be maintained — (a) Cash Book r extent nec langu cnecked PF B00 for vouchers Any other register, the Administrator may prescribe.(a) Cash Book — Teceipts and chargthe permanent a The Cash Book shall show the daily€s and all cash transactions as also dvance duly checked and signed byDtant and the Office Superintendent ing day for his signature, ance should be done daily. also be maintained by the Collecting money orders of the Administration shall be received by the Administrator/Assistant Admi- nistrator only and accounted for in the Cash Book. Cash Book shall Accountants. All (b) Contingent Register —Two separate contingent regi. sters shall be maintained one for office contingencies and the second for the Deity’s contingencies, All Tesnective contingent expenditure shall be entered in these Regi. sters and billed for. All expenditures should be supported by paid vouchers with stamped receipts, whereever necessary. (c) Advance Register — All advances granted shall be entered in this Register and attested by the Assistant Administrator. The Administrator sanction advance in emergent cases in the interest of the ;Temple Admini- stration and place it before the Committee for approvalThe advance shall be recouped within a e date of advance supported by vouchers, In case of an advance to an employee of the Temple Administration bot the Accou who shall lace the Cash Boo to the Assistant Adistrator at the end of the work alysis ot the Cash bal inay C v9) for his Personal requ; exced his total eet the advance in no case shall neces should be Moluments for a month. But all adva- ensure its recoy made on due scrutiny and security to within the stipulated period of one na hard case the time for recovery may be spread over by the Administrator for a period of three m for in the advances should be duly accounted which should ance of the Temple Administration once every quate. reviewed by the Administrator iths. All adv register sonally (d) Acquittance Rolls — All payments towards pay and T.A the payee. shall be supported by the acquittance of ©) Miscellaneous Receipt Book — A printed receipt duly uthenticated shall be granted by the Administrator for eas wes received by it and accounted for in themic (f) Guard file of Vouchers — All vouchers shallbe pasted in the Guard File serially corresponding to the entry in the Contingent Registers. 928, Power to sanction contingent expedniture " Recurring Non- recurring Committee Full powers Full: powers Subject to Budget Sanction Administrator ... Upto Rs. 100 Up to Rs. 200 Assistant Administrator = “** Up to Rs. 30 On the following items — (a) Electrical and sanitary etc. installations and Electrical Bills. (c) Freight and demurrage charges (d 29. Bills — There shall be th (e) Off weather char (f Tel 1) Any unforeseen charges, chas of Stationery and stores be The expenditure incurred on the above items shallPlaced before the COmmittee when it meets for itsinformation, The expenditure shall be incurred in anticie pation of the sanction of the limiting to Rs. 600 recurring and Rs. 1,200 non recurring by the Admibistrator in a financial year, Committes e following types of Bills :— (a) Pay Bill— A Bill shall be prepared for all pay of the staff of the Administration and drawn after approvalof the Administrator, (b) T.A. Bill _A. T. A. Bill shall be prepared for all journeys performed and the bill passed by the Admini- strator for payment. (c) Contingent Bill—A Bill shall be prepared and passed by the Administrator for payment. 30. Banking Account — A Banking account shall be opened and operated by the Administrator. On no account the Cash balance in hand should be above Rs, 1000. The custodian of the cheque book should be the Administrator, | 31. Cash Chest — The Cash balance in hand shall be in an Iron Safe with double lock arrangement. One key should be with the Accountant and the other with the Assistant Administrator, a $2. Security — The Accountant shall furnish cash secile rity for Rs, 500 and personal security for Rs. 3,000. Similarly all persons of the Administration dealing with cash that is Tahasildar, Moharir and others shall furnish cash security of Rs. 500 and property personal secu- rity of Rs. 5,000 in the bond form as prescribed. 33. Budget — A Budget Estimate and Revised Budget Estimate shall be prepared and placed before the Comm- ittee for approval during July and February respectively. No expenditure shall be incurred without budget provie sion approved by the Committee, A copy of the Budget Estimate and Revised Estimate should be submitted to the Law Department in accordance with section “25 of the Act. accounts “of the Temple for audit. claim that is special 34. qudit and pre-andit — The Administration shall be open more than one year old shall be paid without iNo sanction of the Committee. 35, The monogram of the Templ ttee,the office of the Administrat or and al) matters conne* cted with the Temple Administration shall be as in the Schedule, PART Til MISCELLANEOUS 6. A List of all properties of the office of the Admini. strator shall be maintained in the form of an inventory every year in April to ‘be checked and certified by the Administrator. The list shal} be drawn up separately for movables and immovable properties of the Deity and the Administrator shall record his authentication and due explanation for all damages, losses, diminitions, etc., and submit the list of the Committee for its scrutiny and acceptance in respect of properties other than that written off by the Administrator. The Administrator himself may write off property lost or rendered unserviceable “to the ‘extent of Rs. 50 _and shall obtain the prior sanction of the Committee for writing off similar properties of value more than Rs, 50. The loss or damage to properties worth Rs. 1,000. or more shall be reported by the Administrator to the Gove- mment together with the recommendation of the Committee. Note-(i) The value of property means the purchase value. (ii) The relevant forms as prescribed inthe Orissa Treasury Code shall be applicable for the Temple Administration 7. Duty Chart — (a) The Administrator in conformity with the Record-of-Rights shall be publishinga duty chart in his Office Notice Byard showing the duties assigned to individuals for the Seva Puja of the Deity in consultation with the Nijogas whenever necessary not more than three daysin advance of the day to which it relates. (b) Incase of allotment of dutirs to the employees of the Temple Administration, the duty chart may be published “4 the Notice Board and may also tssue as an office order of the Administrator with copy to the Temple Commander or the Temple Supervisor asthe case may be for his information and guidance. No plea can be taken that an employee was not aware of his duty if he i inted place 1s to tum up at appointed hour and aPpointed pa ° sherwise found absent from his pos‘, BA 38. Advance intimation of requirement —In advance of three days the Administrator shall draw the list of Tequirements of the Temple from the day of requirement and take steps to keep the materials ready for the day in respect of materials which could only be supp- {|lied on the day or at the time of requirement. The immediate responsibility to draw the list and to obtain the materials shall be that of the Deulokarana subject 1to the control of the Assistant Administrator. |39. The immdeiate responsibility to force discipline in the |Temple precincts and to enforce discharge cf duties from the Temple Administration employees on. duty according to the duty chart of the Administrator, shall 1be that of the Temple Commander or the Supervisor asthe case may be who shall maintain a daily diary in form tobe prescribed and supplied by the Administrator in which he shall note all important happenlngs, occurrence 4of offences, their report tothe District Police with juris- | diction,: failure of duty or misconduct on the part of the | Temple Administration employees on duty, misconduct or deriliction of duty on the part of the Sebayats, visits to the Temple of important dignitaries, collections made for the Deity, timely performance of nities or any other matter of importance happening inside the Temple and submit a copy of it inJthe fore-noon of the following day to the Assistant Administrator who after perusing it will submit it to the Administrator for orders on such matters where such orders are necessary er for further action, unless a matter is of such urgent importance that it should at oace be reported to the Administrator or the local police for immediate action in which case he should submit immediate information to the Administrator and except in his absence the Assistant Administrator besides incorporating the facts in’his diary. He shall be in charge of the Temple Telephone and make use of it according to necessity. He should record in his diary any complaint brought to his notice by any visitor and enquire into it or report the matter to appropriate authority. If no immediate action is necessary he would merely transmit the compliant as recorded in the duty to the Admini- strator as usual, 40, Sanitation —It shall be the responsibility of the sanitation staff of the Temple to keep the Temple and the Temple area clean by clearance at 8 A.M. 2 P. M. and 8 P.M. under the direction of the Sanitary Inspector subject to the control of the Assistant Administrator. 41. Electric installation — Checking of electrical conne- ctions and keeping the electrical system of the Temple in proper working order shall be the responsibility of the Electrical staff and the Electrician under the supervision of the Temple Commander subject to the control of the Assistant Administrator. 42. Itshall be the responsibility of the Adininistrator to take steps for rooting out or cleaning all plant and veges tation growth which may have come up on all the Temples and within the precincts of the Temple area likely to cause damage OF disfiguration to the structures. This operation must take place at least once a month. 43, Leases— Every year in the month of March all the Jeases for the year shall be granted by the Administrator after open bidding in a manner as prescribed for Gove- rnment Sairat sources. din as tm, teil Lege. ~_ I 44. Security — J] of; the under direct occupation or khas possession of the Admi- nistration under lock and keep it in proper condition. 45, Baricades — It shall be competent of the Admini- strator to put baricades and to declare entrances and exits according to the exigencies of requirements for the convenience of ‘the general public and for maintaining order. It shall be equally competent forthe Admini- strator to close the temple to male visitors during partie cular hours of the day after notifying it on the temple notice board not earlierthan 24 hours to facilitate Dar- san exclusively for the ;women visitors with such special arrangements as he would deem necessary and appropriate, 46. Uniform and {dresses — The Administrator shall ensure supply of dresses and uniforms tothe Temple security staff, the cost of which shall not exceed Rs, 100 for each individual, 47, The Administrator in case of any emergent require- ment shall be competent to assign any duty or alter in such assignment in respect of any employee and reallot such duties or may combine one or more of such duties in respect of any employee of the Temple Administra- tion for proper management and timely Seva ,Puja of the Deity. 48. A temple security man may be supplied a Khaki half shirt, one half pant asin case ofthe District Police a blue turban and non-leather belt with the monogram of the Temple Administration engraved ona metal piece at the centre of the belt, The rank of the man may be borne in metal on the flap on the shoulders, An inferior employee under the Temple Administration according to need may only be given a belt with the metal mono- gram set at the centre of the belt, bikeep ir fi WW? PART«IVIf any difficulty |e about the interpretationSe Regulations or about their application of any of th Would arise Or any matter Telate which no 8 thereto ot any matter aris ing on b Pecific prov}Sion Committee on such matter shas if Tegulated he decision as been made but hat it Were a Part of thsee Re all be final and binding of the Temple Managing gulations, SCHEDULE