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CHAPTER XXI
CARRIAGE OF RAILWAY MATERIALS
(The rules apply to the dispatch and carriage of Railway materials by Railway Department only)
Packing and Loading of Materials
2101. Addressing of Smalls and Packages in less than Wagon Loads.—Every package
forming part of a consignment of less than a wag on load should be fully and legibly addressed.
Unaddressed packages should not be accepted for booking. All old addresses should be obliterated
before packages are tendered for booking.
2102. Consignments of less than a full wagon load will be accepted for booking and delivered
at the goods shed or parcels office only, as the case may be, and not at the premises of the consignor. Such consignments will be subject
to the same rules as consignments by the public in respect of loss or damage.
2103. Weight Limit by Passenger Train.—Packages exceeding two quintals should not
be tendered for despatch by passenger or parcel trains except by special arrangements.
Consignments in Full Wagon Loads
2104. Requisition of Wagons.—A written requisition stating the number and description
of wagon or other vehicles required, accompanied by a Railway Material Consignment Note, in
support should be sent by the official indenting for the wagon or wagons to the Station Master
Goods Clerk concerned.
2105. Addressing of Consignments in Wagon Loads.—In the case of consignments in full
wagon loads, a percentage according to the nature of the goods should be addressed, so that in
the event of the wagon lebels becoming detached it will be possible to identify the consignment.
2106. Wagon Loads booked from and to Departmental Sidings.—In connection with the
booking of full wagon loads under R.M.C. Note and the loading of such consignments in
departmental sidings, the procedure laid down in paragraphs 2107 to 2121 will be followed.
2107. In the case of consignment in wagon load which are loaded in a Departmental Siding,
the contents of the wagon will not be checked by the Traffic Department, the weight and particulars shown in the RMC Note being accepted under a 'said to contain' endorsement given
on the document.
2108. All fully wagon loaded departmental wagons dealt with in a department sidings,
or elsewhere other than a goods shed should be sealed by the department concerned.
2109. Loading of Covered Wagons.—Dispatching departments should use covered wagons
for all materials and stores that can be loaded in such wagons.
2110. A list of the articles, with a short description and date of loading must be signed
by the loader and placed inside each wagon near the doer, in order to facilitate check in the event
of the contents having to be transshipped en route.
2111. The wagons should after loading be sealed and properly locked before being made
over to the Traffic Department for despatch.
2112. The R.M.C. Notes covering such consignments should be endolrsed 'Sealed & locked'
and this remark should be repeated on the invoices and Railway Receipt, (if any).
2113. Liability for Shortage, etc.—If the seals and locks are found intact at destination or
transshipment station and a shortage is discovered on unloading a covered wagon loaded in a
departmental siding, the sender will be held responsible for the shortage.
2114. If on arrival at destination or transhipment point, one or both seals are found deficient but the locks are intact, the Traffic Department alongwith RPF staff will witness the
check of the contents of the wagon, provided it is done before the wagon is placed in a
depart
mental siding, but responsibility for any shortage discovered will rest with the sender.
2115. The Traffic Department will accept responsibility for shortage (not depreciation of
damage) only when wagons are received with seals and locks damaged and deficient, provided
the checking of the contents of such wagons is done by the consignee in the presence of representative of the Traffic Department at a place arranged by the Traffic Department.
Note.—As all Railway materials and stores are generally carried at Owner's Risk, the
Traffic Department is not responsible for any loss, destruction or deterioration
or damage to these stores except when it can be proved that it is due to any
misconduct on the Railway Administration or its servant. Through Railway
materials and stores can, however, be booked at Railway Risk when a rate which
is 20 per cent higher than the Owner's Risk rate is chargeable and in such cases
the Traffic Department will be as responsible for any loss, destruction or deterioration of or damage to the stores as a Bailee. Vide Section 72 (1) of the Indian
Railways Act, 1890.
2116. The Despatching Department will be held responsible for seeing that all loaded
wagons are locked before despatch.
Consignment in Open Wagons
2117. Only rails, girders, heavy and bulky machinery, signal posts, and material which
cannot be loaded in covered wagon are permitted to be loaded in open wagons, and materials
so loaded should be secured by lashing chains or wires.
2118. Liability of Shortage.—The Despatching Department will be held responsible for
shortages found in material and stores loaded in open wagons unless it is proved otherwise
by proper investigation.
2119. Shortages in Transhipped Wagons.—When loads of wagons are adjusted or transhipped the Goods Clerk or Station Master will
advise the despatching and destination stations
of the date of the adjustment or transhipment, the number and description of the content, and
the owning railway of the wagon or wagons into which the materials had been transhipped.
2120. When shortages are discovered in transhipped wagons, the Traffic Department will
make the necessary enquiries and if no articles are found to be left behind the sender will be
held responsible for the shortage.
Labelling of Wagons
2121. Wagons should be properly labelled by the Goods Clerk before they are dispatched.
The sealing of the vehicles, where necessary, would, however, be done in accordance with paragraph 2111 above.
2122. Rebooking of Consignments.—Consignments which the consignee or consignor
require to be rebooked or to be delivered short of destination, will be dealt with in every respect
as k the case of public goods.
Delivery of Materials
2123. Notice of arrival.—Destination stations should, as far as possible, serve notice of
arrival on consignees for all consignments whether booked as 'smalls' or in wagon loads.
2124. The consignee's copy of the Invoice (Railway Receipt) should be surrendered at
the receiving station before delivery of a consignment will be given . Full signature (not merely
initials) should be given at the time of taking delivery. Should the consignee copy of the Invoice
not be available at the time of delivery, an unstamped indemnity bond signed by the Official
to whom the consignment is booked should be tendered in place of the missing invoice copy
(Railway Receipt) which should be subsequently surrendered on receipt. Delivery should not be
given unless either the Railway Receipt or an indemnity bond is tendered.
2125. Delivery of wagons in Departmental Sidings.—For full wagon load consignments
which have to be delivered in Departmental Sidings, the Receipt Foil of the Invoice or indemnity
bond should be surrendered and signature given in the usual way before placement of the wagons
in the sidings. The procedure should be strictly followed as its non-observance will lead to
considerable trouble and correspondence.
2126. Demurrage and Wharfage.—A department failing to effect delivery of a consignment,
within the free time allowed will in case of 'smalls' be liable for wharfage, and in the case of
wangon loads for dumurrage at the ordinary public rates.
2127. Wagons detained in Departmental Siding will be subject to the demurrage rules
applicable to ordinary public traffic.
Stores Lost or Damaged in Transit
2128. In accounting for stores lost or damaged, the following procedure should be observed
2129. Loss or Damage in Stores despatched by or to Stores Depots discovered at the time of
delivery.—Station Master should submit to the Chief Commercial Manager the usual missing
goods report in the form prescribed for the purpose with necessary documents for all shortage
found at the time of delivery.
2130. In such cases, the Receiving Depot will accept the Depot Transfer Issue Note for
the actual quantity received and for the difference either lodge a claim with the Commercial
Department and pursue or prepare a Counter Debit Transfer Issue Note after taking up the
matter with the Sending Depot. In the case where a Departmental Officer receives materials
from the Stores Depot will pass remarks regarding the actual quantity received on the acknowledgement foil of the issue note but prefer a claim on the
Commercial Department or take up the
matter with the Sender Depot as the case may be. Any enquiry necessary will be conducted by
the Traffic and Stores Department as above but the Account should raise debits as per the full
quantity on the voucher.
2131. Missing Stores Report should be submitted in. Form (S. 2131) shown below to the
Chief Commercial Superintendent, within one month from the date of booking. Full particulars
as to the number and date of R.M.C. Note should be quoted in the missing stores report. If
the materials or stores reported missing come to hand subsequent to the submission of Form
(S. 2131) the Chief Commercial Superintendent should be imrnediatley advised without fail.
Form No. 5. 2131
MISSING STORES REPORT
Wording of Foils 1 (Office copy) and III
Wording Foils II
.....................................................................................Office,
.....................................................................................Office
........................................................................................19................................................................................................19
To
To
..........................................................................................
................................................................................................
Credit Note
...............................Date....................................
With reference to my report of missing store
From
............................................................................................
Serial No.
............................................................................
To
....................................dated..................................................I
beg to inform you that the stores
there in referred to as per
Sender
.,....................................................................................Memo
at foot .....................has/have been correctly received and
Consignee
.................................................................................acknowledged
in Receipt No.......................................................
No. and description of Packages.................................................dared
...............................................................(if a
Storekeeper)
....................................................................................................or
Consignee's Receipt No.
.......................................................
Contents
.....................................................................................dated
.............................................(if other than a store
Keeper)
Received
on..........................................................at.......................................
Hours
Nature of deficiency or
damage......................................................Credit Note
No.
......................................................................
......................................................................................................Date
.......................................................................................
"Consignee's Receipt.......................................................................
From (station)
.......................................................................
Date
................................................................................................
to (Station)
..........................................................................
Dispatched in Wagon No.
..................................................................Sender
...............................................................................
By
.......................................................................................................
Consignee
........................................................................
Train On
...............................................................................................
Received on
.......................................................................................
Advised to.........................................................................................
........................................................................
Signature
...........................................................................Signature
........................................................................................Designation.
............................................................................
Designation.
To be filled in by Consignee for guidance of Divisional Officer.
To be filled in by the Officer to whom the report is made— On 3rd foil only
Only to be filled in if stores are subsequently received—On 1st foil
only.
2132. The form will be printed, each foil alongside of the other. Foils I and III will be
prepared, and the Foil III sent to the Chief Commercial Superintendent on missing a consignment
of stores.
2133. If subsequently, the consignment comes to hand, Foil II will be filled in and
forwarded to the Chief Commercial Superintendent to enable him to ".top any investigations in
hand.
2134. Time Limit for Claims.—Claims for losses should be submitted by consignees within
six months from the date of booking and should be settled by the Chief Claims Officer within
year of the date of booking as maximum limit of time.
2135. Financial Adjustment.—No financial adjustment should be made against the
Traffic Department till the claims have been accepted.
2136. In the case of a stores Depot, the adjustment will be made by the preparation and
accountal of an issue note for the quantities and values accepted by the Chief Commercial
Superintendent of the claims.
2137. In other cases, the Accounts Officer of the department concerned will make book
adjustments through Advice of Transfer Debits duly supported by an accepted copy of claim
against the Accounts Officer of the Chief Commercial Superintendent.
2138. The responsibility of the Traffic Department in all cases of loss or damage will be
subject to the relevant rules regarding liability for loss, shortage or damages etc., laid down
elsewhere in this Chapter.
Railway Material Consignment Note
2139. No Railway materials may be conveyed by rail except on the authority either of
a Railway Material Consignment Note or an invoice subject to the condition that the stores,
materials etc. shall be for the Construction, Revenue or Stock purposes of an Indian Government
Railway and be consigned to a recognized official of the railway covered for a letter of authority
for their despatch which must be produced at the sending station. The Free Service Way-bill
may, however, be used only in forwarding small consignment of railway materials such as official
envelopes, wagon covers and ropes etc. as given in the IRCA Goods and Coaching Tariff.
2140. Deleted.
2141. In order to accelerate the accounting for freight charges and
to reduce the clerical labour involved, it is open to railway
administrations to provide for the Credit Note being made out in five
parts instead of four and of the particulars of rate and of freight
being filled in by the station Staff. of the five parts the will be
the office and the fourth the receipt. the receipt will be treated in
precisely the same way as the receipt foil of a invoice granted to the
Public, the responsibility of the Traffic Department and of the
consignee being the same in each case. the fifth copy which is meant to
be made use of as a voucher for the purpose of accounting intermediate
parts the part marked 'Original' will be the authority under which the consignment
is despatched and that marked duplicate the Guard's way-bill and
delivery order. This part takes the place of parcels way-bill or Goods
Invoice.
2142. Head of Account Chargeable. the official issuing railway
Material Consignment Note should clearly show on all the 3 foils of the
railway materials Consignment note the head of the allocation of the
charge and designation and address of the Accounts officer who will
account for the same.
2143. Before the material received the consignee should surrender the
receipt copy of the invoice together with credit note in the case of
freight to pay consignment to the traffic staff.
2144. Deleted.
Accountal of Credit Notes
2145. Outward Return by Stations.—Railway materials will not be accounted for by station
(in the station books and balance sheet) as to freight. From the abstract, summaries of railway
materials and stores will be prepared for local and through traffic in which all particulars as
per invoice should be made. The accounts copy of the Railway Material Consignment note
sent in by the station in support of their outward returns will be checked in the Traffic Accounts
Office. Accounts Office will complete the returns in regards to freight and prepare the necessary
summaries.
2146. Separate Outward Returns will be submitted by-stations for coaching and goods
consignments of railway materials and separate summaries for these will be made in the
Traffic Accounts.
2147. Check by Traffic Accounts Office.—The copy of the Railway Materials Consignment
Note will be carefully examined in the Traffic Accounts Office as to the official designation of the
consignor and consignee and the nature of the material carried to ensure, as far as possible, that
the consignments are correctly treated as railway materials.
2148. Materials of the Telegraph or other Government Departments are apt to be erroneously
consigned as railway material and it will be seen that when such errors are discovered, a subsidiary return is prepared debiting these departments at the full
tariff rates.
2149. Telegraph lines stores, for use on the railway, are carried free for the Telegraph
department but the freight computed at the railway material rate is debited
to the appropriate
head of the revenue account.
2150. The Outward Returns of the forwarding Stations in regard to railway materials
are checked with the Inward Returns of the Receiving Stations to ensure that all consignments
carried have been accounted for, due allowance being made where necessary for the arrival of
consignments at the Receiving Stations in a month other than the month of desptach.
2151. In summarisind the return, the freight on consignments erroneously carried as railway
material will be shown separately from freight on bonafide railway material.
2152. The Traffic Accounts Office will prepare transfer certificates and send to the Accounts Officer of the consignee raising the debit for the freight
2153. Traffic Accounts Office should watch through a manuscript register (S. 2153) whether
the credits to Traffic Earnings are afforded promptly by the Accounts Officers concerned.
Allocation of Freight Charges
2154. Sea Freights, Customs Duty and Port and Handling Charges.—The expenditure on
freight incurred by railways is either in the shape of sea freight upto the port of landing, and
rail freight from such port to final destination or purely freight by rail from an an inland source
of supply to destination. This sea freight, the customs duty and the port and handling charge
on foreign shores should be charged invariably to the cost of stores.
Inland Freight and Incidental Charges -
2155. The inland freight on railway materials from the source of supply or port (together
with the loading, unloading and incidental charges such as insurance, port landing, yard and other
charges in India, if any) is incurred on consignments.
(i) Directly to a 'work' for which these materials are required , or
(ii) to Departmental Depots or imprests of stock held by Executive Officer, or for immediate use on maintenance and repairs, or
(iii) to a Stores Depot for custody until issue as and when required.
2156. Freight on Direct Supplies to Work or Department.—In the case of the first class of
consignments referred to in the previous paragraph the freight & c. should be charged to the work
concerned. If the work is one of repairs and maintenance and there is no separate estimaefor such work and in the case of the second class of consignments referred to in the above parts
graph, the freight & c charges should be debited to the heads of account provided for the purpoea
in the relevant Revenue Abstract of the department concerned.
2157. Freight on Materials sent to Stores Depot.—Materials consigned to Stores Depot
(i.e. the third class of consignments referred to in paragraph 2155 may be either.
(a) Stores returned from works, or
(b) Stores purchased for purposes of stock, or
(c) Stores transferred from depot to depot.
2158. Freight on Returned Stores.—The freight in respect of Returned Stores should
be charged either to the 'work' from which the stores have been returned (when it will be debited
to Capital or the Depreciation Fund Account or /and Revenue as the case may be) or to the
Revenue Abstracts of the department concerned as the case may be.
2159. Freight on Purchases for Stock.—In respect of stores purchased for stock (this
includes manufactured by workshops) the freight shall be allocated as shown in paragraphs
2160 to 2162.
2160. Freight on Coal and other fuel.—Freight on coal and other fuel should be debited
to the relevant sub-heads in Abstract 'H' of the Revenue Account. In the case of coal issued for
other than locomotive purposes, e.g. pumps, capital works sales issues to other Revenue
Abstracts & c a suitable percentage to cover the freight charges, based on the penultimate year's
figures of total value of coal received and freight charges paid thereon, should be added to the
value of the coal, the recoveries on this account being taken in reduction of expenditure under
Abstract 'H'.
2161. Deleted.
2162. Freight on All Other Items.—Freight on all items of stores for stock purposes should
be charged to Abstract K 670 of the Revenue Account titled "Freight from port or source of
supply."
2163. Freight on Depot Transfers.—Freight incurred on transfer of stores from one depot
to another should be charged finally to Revenue Abstract K 670 titled "Freight from port or
source of supply".
2164. Incidental Charges.—These charges are in respect of insurance, loading and
unloading and yard charges and purchase and inspection percentages levied by the Directorate
General of Supplies and Disposal or other Government Departments. All such expenditure
will, as a general rule, be debited to the head to which freight charges on the stores are debited.
As an exception to the General Rule, the charges on account of loading and unloading done by
the permanent labour of the Stores Department will be charged to Abstract 'A'.
Railway Material Consignment Rates
2165. When materials or stores intended for the use of a railway are carried by the railway
itself, the freight charges are creditable to the earnings of the railway and debitable either to its
Working Expenses or to its Capital or Depreciation Fund Accounts.
2166. The freight charges are calculated as per the Railway Material Consignment Rates
fixed by the Commercial Department separately for smalls and full wagon loads.
2167. Deleted.
2168. No distinction should be made between the railway material rates for revenue stores
and that for capital or construction stores.
2169. Deleted.
2170. Deleted.
2171. The Railway Materials Rates by other than Goods Train.—The railway material
consignment rates for dispatch by passenger or "other than goods train" should be at such rates
as may be approved by the Railway Board.
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