Journal Voucher for Miscellaneous Transactions

The transactions other than budget expenditure and advance given and cleared are called miscellaneous transactions. These journal vouchers do not effect on budget expenditure. The following are the miscellaneous transactions:

1. Revolving/ Imprest fund release
2. Budget release
3. Petty cash fund
4. Security deposit
5. Loan
6. Budget transfer
7. Distribution of salary and deductions made on it

Revolving/ Imprest fund release

Imprest/ Revolving fund release is the modern system of budget release newly introduced by the government. According to this system, at the beginning of each fiscal year, the office of the treasury and comptroller creates a fund to release the budget for all operating level offices. Each operating level offices receives an amount equal to the 1/6^thof its last year's total budget expenditure at the beginning of each fiscal year as revolving or imprest fund release to spend on different heads of expenditure during the month of Shrawan.

The following journal voucher is passed for imprest fund release:
Dr. Nepal Rastra Bank
Revolving/ Imprest Fund Release
(Being initial revolving fund received)

Example:

On Bhadra 05, the District Education Office Chitwan received a bank order letter of Rs. 3,00,000 as an initial revolving fund.

Budget release

Under present revised budget release system, each operating level office receives budget release order equals to the actual expenditure of the previous month. Hence, the budget release is based on the imprest system. For getting the budget release order, the operating level office should produce the necessary documents to District Treasury Control Office within the first week of each month. The following are the three conditions of budget release:

1. When the amount of budget release order and bank order is equal

   Dr. Nepal Rastra Bank
   Cr. Budget Release
   (Being budget release order and bank order received)
   
   Example:
   

   District Education Office, Kathmandu received bank order of Rs. 2,00,000 and budget release order of 2,000,000 on Baishak 29 for the actual expenditure of Chaitra.

   Government of Nepal District Education Office, Kathmandu Journal Voucher

   AGF No. 10 JV No. Date: 01-29

   Code No.	Particulars	LF	BH No.	Debit Rs.	Credit Rs.
   	Dr. Nepal Rastra Bank			2,00,000
   	Cr. Budget Release				2,00,000
   	(Being bank order and budget release order received.)

   Receipt No: Amount received: Two lakhs only. Submitted by: Mr. ABC Post: Accountant Date: 01-29

   Cheque No: Cheque amount: Approved by: Mr. XYZ Post: Office head Date: 01-29

2. When the amount of budget release order is less than the bank order

   Dr. Nepal Rastra Bank
   Cr. Revolving/ Imprest Fund
   Cr. Budget Release
   (Being budget release order and bank order received)
   
   Example:
   

   On Chaitra 7, District Road Maintainance Office, Lalitpur received a bank order for Rs. 5,00,000 and a budget release order of Rs. 3,50,000 for the actual expenditure of last month.

   Government of Nepal District Road Maintainance Office, Lalitpur Journal Voucher

   AGF No. 10 JV No. Date: 12-07

   Code No.	Particulars	LF	BH No.	Debit Rs.	Credit Rs.
   	Dr. Nepal Rastra Bank			5,00,000
   	Cr. Revolving Fund				1,50,000
   	Cr. Budget Release				3,50,000
   	(Being bank order and budget release order received for the month of Baishak.)

   Receipt No: Amount received: Five lakh only. Submitted by: Mr. ABC Post: Accountant Date: 12-07

   Cheque No: Cheque amount: Approved by: Mr. XYZ Post: Office head Date: 12-07

3. When the amount of budget release order is more than the bank order

   Dr. Nepal Rastra Bank
   Dr. Revolving/ Imprest Fund
   Cr. Budget Release
   (Being budget release order and bank order received)
   
   Example:
   

   On 15^th Jestha, District Irrigation Office, Rautahat received a bank order for Rs. 3,00,000 and a budget release order for Rs. 3,50,000 for the actual expenditure of the last month.

   Government of Nepal District Irrigation Office, Rautahat Journal Voucher

   AGF No. 10 JV No. Date: 02-15

   Code No.	Particulars	LF	BH No.	Debit Rs.	Credit Rs.
   	Dr. Nepal Rastra Bank			3,00,000
   	Dr. Revolving Fund			50,000
   	Cr. Budget Release				3,50,000
   	(Being bank order and budget release order received.)

   Receipt No: Amount received: Three lakh only. Submitted by: Mr. ABC Post: Accountant Date: 02-15

   Cheque No: Cheque amount: Approved by: Mr. XYZ Post: Office head Date: 02-15

Establishment and reimbursement of petty cash fund

Petty cash fund is created in government offices for making the payment of a small amount of expenditures. Such small amount of expenditures like postage, tea, newspapers, bus fare, etc. should be paid frequently by an office. It is impracticable and inconvenient to pay such small amount of expenditures through a bank. So, to pay for such expenses, the government office establishes a fund, which is known as petty cash fund. The amount of petty cash fund depends upon the nature and volume of petty transactions.

The following journal voucher is prepared at the time of establishment of petty cash fund and at the time of it reimbursement:

1. When petty cash fund is established:

   Dr. Petty Cash Fund
   Cr. Nepal Rastra Bank
   (Being petty cash fund established)
   
   Example:
   

   The District Education Office, Kathmandu created a petty cash fund of Rs. 300 on Magh 10.

   Government of Nepal District Education Office, Kathmandu Journal Voucher

   AGF No. 10 JV No. Date: 10-10

   Code No.	Particulars	LF	BH No.	Debit Rs.	Credit Rs.
   	Dr. Petty cash fund			300
   	Cr. Nepal Rastra Bank				300
   	(Being petty cash fund established.)

   Receipt No: Amount received: Two lakh only. Submitted by: Mr. ABC Post: Accountant Date: 10-10

   Cheque No: Cheque amount: Approved by: Mr. XYZ Post: Office head Date: 10-10

2. When petty cash fund is reimbursed:

   Dr. BE (Head)
   Dr. BE (Head)
   Cr. Nepal Rastra Bank
   (Being petty cash fund reimbursed)
   
   Example:
   

   The petty cashier of District Education Office, Kathmandu reported the following expenses on 30^th Ashwin for the reimbursement:

   Taxi Fare Rs. 60

   Wages Rs. 40

   Postal Stamp Rs. 15

   Newspapers Rs. 65

   Government of Nepal District Education Office, Kathmandu Journal Voucher

   AGF No. 10 JV No. Date: 06-30

   Code No.	Particulars	LF	BH No.	Debit Rs.	Credit Rs.
   	Dr. B.E. Travelling Expenses		22612	60
   	Dr. B.E. Salary		21111	40
   	Dr. B.E. Office Expenses		22311	15
   	Dr. B.E. Office Expenses		22311	65
   	Cr. Nepal Rastra Bank				180
   	(Being petty expenses reimbursed.)

   Receipt No: Amount received: Submitted by: Mr. ABC Post: Accountant Date: 06-30

   Cheque No: Cheque amount: One hundred eighty only. Approved by: Mr. XYZ Post: Office head Date: 06-30