Leakage of Canteen Stores, Denials and Discrepancies (URC Manual)

CANTEEN STORES DEPARTMENT MANUAL
FOR
UNIT RUN CANTEEN

LEAKAGE OF CANTEEN STORES, DENIALS AND DISCREPANCIES

Leakage of Canteen Stores

8.1. Stocks procured by the CSD are meant exclusively for sale to the entitled customers. Units will take steps to prevent leakage of canteen stores to unauthorised persons as there are quite a number of items whose selling prices are much less than the prevailing market prices, particularly so in the case of liquor where State Governments have extended certain concessions to the defence forces.

8.2. In this connection, attention is invited to Army Headquarters letter No AO 311/71 reproduced at Appendix 8A and QMG‟s Branch letter No 96425/Q/DDGCS dated 26 Jul 95 addressed to all Command Headquarters at Appendix 8B along with fresh guidelines issued by IHQ of MoD vide letter No. 95350/Q/DDGCS/Advisory/08/2016 dated 04 Feb 2016 at Appendix 8C.

Denials

8.3 Denial of items could take place due to non-receipt of stock by depot or temporary supply problems like price revision, transport strike, one-to-one replacement, production difficulties, fluctuation of demand by URCs in a particular depot, non registration of labels of particular brands of liquor as per State Govt norms etc.

8.4 To reduce denials, follow up DOs are extended by Depots for items denied if stocks are received in the same month. URCs should ensure to collect such follow-up DOs.

8.5 In the event of demands being not met in full, units should first write to the Depot concerned. If no satisfactory reply is received, they may write to the Regional Manager(RM) concerned or to DGM(MS) CSD, Head Office, Mumbai, giving references of invoices, documents and other relevant details for speedy examination and remedial action.

Discrepancies

8.6 The same procedure, as stated above, will be followed with regard to discrepancies in consignments arising out of shortages/breakages/wrong accounting from the factory packed/repacked cases. Such claims should be supported by proceedings of a Board of Officers, which should be detailed to check consignments immediately on receipt by the URC. These should be duly countersigned by the unit commander. Such board proceedings should be forwarded to the Depot within one month from the date of collection of stores. Each case will be examined by the Depot/Head Office on its

merit before taking another action. In addition, it is noticed that URC‟s are approaching depot for shortages/breakages/other discrepancies held during transportation, hence, it is once again clarified that depot will not entertain such type of cases. Moreover, losses up to Rs 300 per item should be treated as petty losses and to be written off by URC‟s from URC Profit/QD as per guidelines issued by MoD vide letter No 8(19)/2013-D(Mov) dated 13 Feb 2014 placed at Appendix 6. Copy of CSD HO letter No. 2/MS/13125/KKD/1170 dated 04 /07/2016 placed at Appendix 8D.