Collection & Issue of V/E/P

Collection of new buy Veh/Eqpt/Plants from firm (or from Base Work Shop/ other Project & TFs) and issue

Collection

The collection procedure of new buy veh/eqpt/plants from firm (or from Base work Shop and other project & TFs) is as under:-

1.         A Supply Order should be received from Project HQ. (Only for new buy veh/ eqpt/ plants).

2.         A release order from HQ CE (P) will receive, under which HQ DGBR supply order number,
(RO No with BA /EM No for V/E/Ps from Base Work Shop & other Project/TF) make and type of veh/ eqpt/plant, and quantity released to concerned TF should be intimated.

3.         A release order from BRTF should be received under which, HQ CE (P) reference, SO No,
(RO No with BA /EM No for V/E/Ps from Base Work Shop & other Project/TF) make and type of veh/ eqpt/plant, and quantity released to each units under command of TF’s should be intimated.

4.         Now collect veh/eqpt/plants at ex-location and inspect them as per specification, terms & conditions. Any deficiency, damages of any part occurred while on transport should be liquidated from the firm.

 (Collect V/E/Ps after its readiness on hearing from Base Work Shop & other Project /TF location by unit concerned collection party through Supply Company) (Click here for details)   

5.         Intimate to higher authority about collection of ve/eqpt/plant from firm with chassis No and engine No etc. Also inform each unit under command of TF for further their collect it from supply location.

6.         Take pencil rubbings of chassis No/ Machine No, Engine No, Alternator No/ Compr No five copies each and forward three copies each to HQ DGBR /E3 ES section on prescribed format for allotment of BA / EM No of Veh/Eqpt/Plant.  (One set visible /clear pencil rubbings is only required at HQ DGBR. Three copies recommended for matching each other for confirmation of number) Remaining two copies should be kept in file for future reference. (Not required for V/E/Ps from Base Work Shop & other Project/TF) 

7.         Take veh/eqpt/plant on Central veh/eqpt/plant ledger charge by certified receipt voucher. The CRV should be controlled in V/E/P control register. When veh/eqpt/plants are taken on ledger charge, make a practice on entry as Date, BA/EM No (kept blank on initial entry and filled when BA/EM No allotted on later) Chassis No/ Machine No, Engine No, FIP No, RV/ IV No, Recd from/Issued to, Qty Recd, Qty Issued, Bal Qty and Initial (Sometimes it is seen that the Engine No marking before chassis No. It is wrong as engine will not fit without chassis/Frame, in addition to that the make & type TTB items are not required to mention in ledger as those are frequently changeable.)

  

8.         Also take tools and literatures if any on Central Tool Ledger as “one set” against each veh/eqpt/plants on its chassis No/Engine No. (It is not necessary to take tools & literature as item wise. The tool ledger quantity always will remains as ’NIL’ since receipt and issue are being made entry at one time. If anything is held on ledger charge there will be a mistake and required cross check. Tools & literature item wise will be taken on ledger charge by user unit at their end.)

9.       Preparation of log book: Log book is an important document of a veh/eqpt/plant. The initial entry (Click here for initial log book entry) in a log book is very important and required up to the last end, even up to issue of Adm sanction and disposal off.  So this should be entered such a way that, it should not be lost even a word or a sentence by broken up of the edge of paper and faded up by moisture / water. On missing of the relevant information, user unit and Wksp will face difficulties at the time of class DEE downgradation of them. The officer who making signature on the initial entry should ensure the following entries made available in the log book. (Collect log book at the time of collection of V/E/Ps from Base Work Shop. Log book may be received only through post for V/E/Ps from other Project/ TF) (Clickhere for details) 

Issue of Veh/ Eqpt/ Plants to user units:

1.     Issue of veh/ eqpt/ plants to user unit is as per BRTF release order, to their rep on produce of authority letter. Prepare issue voucher in quadruplicate, with SO No, Project and TF RO reference, Make and Type /category/output details with quantity. Then chassis No/ machine No, engine No, (Alternator/ Compr No, rock breaker Srl No etc if any). Then battery detail as capacity, make & type and quantity. Then cover outer details as size, make, quantity and its Srl No. Then log book. Then tools and it details. Finally, issued by, collected by, received by and both countersigns. Remember all relevant information should not be left in the initial issue voucher.

2.    Charge off veh/ eqpt/ plant from Central ledger charge as per issue voucher, if issue on regular charge. If issue on Loan charge, (Click here for loan issue) it should not be charged off from Central ledger.

3.    Get countersign from Officer-in-charge on voucher and initial on Central Veh/ Eqpt/ Plant ledger as well as on Central tool ledger.

4.    Duplicate copy of IV should be filed in Veh/ eqpt/ plant IV/ CIV folder and forward three copies (original, triplicate and quadruplicate) to the user unit on covering letter for their acceptance. After acceptance, they will return two copies (triplicate and quadruplicate) with their RV No and date. Again keep this on file, as paste/stapler with office copy (duplicate) which already filed, in such a way that the quadruplicate should be in upper side so that it can be removed by audit team on local audit without damaging other records for linking purpose.

   

5.    Remember, veh/ eqpt/ plants always should be issued along with log book to user unit, for initial inspection and its entry by concerned Work Shop. If log book is not issued, Work shop could not able to carry out initial inspection thus veh/eqpt /plant will idle without utilisation on ground. 

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