HANDING OVER STORES

General procedure

3001-When an officer hands over custody of stores to another and balances in the ledger and tally cards agree. If no discrepancies of Ministry/Extra-Ministerial Department,and the other copy filed by impracticable to check all stores, test checks of a reasonable percentage of item in each group or class of stores must be made.Where test checks have of necessity been made,the certificate will be suitably endorsed.

Discrepancies

3002-Any excesses and deficiencies and the values thereof will be listed and signed by the outgoing officers as an acknowledgment.The incoming officer will report the discrepancies to his senior officer,who will obtain an explanation from the outgoing officer. Receipt vouchers will be prepared for excesses,which will be taken on charge in the usual manner.The officer-in-charge will forward a report to his Head of Ministry/Extra-Ministerial Department, who will refer it with recommendations to the competent authority for a decision with regard to deficiencies.

Absence of outgoing officer

3003-i)If circumstances are such that the outgoing officer is unable out-going Absence of to be present at the time of hand-over,a stock verifier or Board of officer.Survey will be appointed to check and hand over stores

ii) The incoming officer will be present through out the check by the Stock verifier or Board of Survey and will take over when completed. Stores Forms II will be prepared in duplicate, with a list of any discrepancies, and signed as the handing-over certificate. The stock verifier or Board of Survey will distribute the certificate as stated in Financial Regulation 3001.

Responsibility for deficiencies.

3004-The out-going officer will be respomsible for all deficiencies reported at the time of hand-over and the incoming officer will be responsible for deficiencies not so reported but subsequently discovered. Where only a percentage check has been made and completion of the handing-over, all officers concerned will be called upon for an explanation.

Valuable and attractive stores register

3005- Senior Stores Officers responsible for supervision of stores will ensure that a "valuable and Attractive Stores Register" is maintained for items.qualifying for this description. In every case of hand-over, these items will be subject to a hundred per cent check and the certificate endorsed accordingly.

Furnitures in government quarters

3006-The handing-over of furniture in Government quarters is dealt with in the Public Service Rules.