KARNATAKA STATE BEVERAGES CORPORATION LIMITED No.78, Seethalakshmi Towers, Mission Road, Bangalore MANUAL

Transcription

1 KARNATAKA STATE BEVERAGES CORPORATION LIMITED No.78, Seethalakshmi Towers, Mission Road, Bangalore MANUAL Manual in terms of Section 4 of the Right to Information Act, 2005 Information under Sec.4(1)(a) of the Act : Important documents maintained at the Corporate Office are furnished in Annexure-I. Information under Sec.4(1)(b) of the Act : i) Particulars of organisation, functions and duties a. Karnataka State Beverages Corporation Limited (KSBCL) is a Government of Karnataka undertaking registered under the Companies Act, 1956 in the year Pursuant to Government of Karnataka notification No.FD 16 PES 2003 (viii) dated , the Corporation is a distributor licencee under Karnataka Excise (Sale of Indian & Foreign Liquor) Rules, 1968 in the State of Karnataka. The core activities of the Corporation are to procure liquor and spirit from manufacturers/suppliers and sell the same to Retailers/licensees. The scope of activities extends to cover all initiatives, steps and activities that are incidental and ancillary to carryout the core activities. The Registered Office of the Corporation is situated at No.78, Seethalakshmi Towers, Mission Road, Bangalore b. In accordance with its Articles of Association, the Corporation is managed by a Board of Directors constituted by the Govt. of Karnataka from time to time. The Principal Secretary, Finance Department is the Chairman and the other Board members are appointed from amongst senior IAS officers. The Government also appoints three Executive Directors in the Corporation. 1

2 ii) Powers and duties of KSBCL Officers and employees The Board of Directors have delegated substantial administrative powers to the Managing Director. For the smooth functioning of the organization, the Managing Director has delegated certain powers to the senior executives through a policy of delegation of powers. The organization structure of the Corporation is divided into the following categories:- a) Managing Director b) Executive Directors c) General Manager/Public Information Officer d) Company Secretary/Public Information Officer e) Deputy General Managers f) Managers g) Joint Managers Managing Director : The Managing Director shall be in complete superintendents and control of the affairs of the Corporation, The Managing Director implements the policies of the Government of Karnataka, issued from time to time and the decisions of the Board of Directors. Executive Directors a) Officer on Special Duty (Finance) To look-after the over-all accounts and finance department consisting of funds management, resource forecast, handling of annual accounts and maintenance of relevant financial records. b) Executive Director-I is over-all in charge of operations of Indian made liquor business segments, Spirit segment, Infrastructure and Systems. Human Resources management, Administration, 2

3 General Manager (Operations) : The General Manager (Operations) is in charge of sourcing and supply of IML and assists Executive Director-I in discharging over-all IML operations works. Deputy General Manager (Liquor) Sourcing of liquor from various Suppliers. Scrutinizing the Online indents received from the suppliers for issue of OFS Approve the indents forwarded by the Joint Managers Forward the approved indents to GMO for digital signature. Digitally sign OFS in the absence of GMO Monitoring the Stock inventory at the depot. Coordinate with the Suppliers with regard to supply of stocks. Coordinate with Depots with regard to stocks inventory & other operational matters. Assisting in the preparation of MIS Check the relevant papers pertaining to Operations submitted by Joint Managers Verification of the correctness of the documents with regard to labels forwarded by the Joint managers. Verification of Form DP/MRP Verification of EAL procurement and dispatches to various depots. Any other job entrusted from time to time. Deputy General Manager (Spirit) Attending to the work of Spirit operations, wherein sale transactions, issue of OFS, import and export etc., are being taken care. 3

4 In-charge of MIS Section, wherein day-to-day work, maintenance of systems, attending to the problems at the depots and HO are being got done from the subordinates. Corporate planning works and other works assigned by the higher up. Company Secretary : To look-after the work relating to the Board Meetings, Annual General Meetings, Committee meetings consisting of convening the meeting, preparation of agenda notes, finalisation of minutes, correspondence with the Board of Directors and the members. Filing of Statutory returns such as Annual Return, filing of balance sheet and profit and loss account, Form No.32 with the Ministry of Corporate Affairs. Company Secretary is also in charge of legal section of the Corporation. Obtaining (a) Directors Identification Number for the Board of Directors, and (b) digital signature where-ever required. Senior Executive Officer (F&A) 1. Supervision of - IML paymnents RS payments Refunds Tax payments Establishment payments Other payments 2. Supervison of all receipts 3. Supervision of banking transactions viz. Fund flow and Bank reconciliation 4. Annual Accounts. 4

5 Consultant (Audit ) Pre-audit of H.O. files referred to the audit section Review of internal audit reports submitted by the internal on the following: a. IML depots both finance and stock audit b. R.S. depots c. Head Office Visiting depots for inspections purpose. Being the Member Secretary of Investment Committee, (a) convening the Investment Committee meeting for investing surplus funds, and, (b) communicating the decisions of the Committee to Treasury/Finance for investment MANAGERS : Manager (HR & Admn.) To look after over-all functions of HR and Administration department consisting of Payment of allowance and perquisites Maintenance of employees records Transfer, repatriation of deputed employees Recruitment of contract employees and related matters Filing of statutory returns Procurement of goods and services Handling of employees grievances, initiate appropriate disciplinary actions Nomination of employees to the training programmes/seminars Procurement of stationery, handling of equipments, UPS, DGS, furnitures, fire extinguishers, Lease agreements of godown, payment of monthly rent, renewal of lease agreements. Submission of returns to the concerned authorities Updation of KSBCL Website pertaining to HR and Admn. Department 5

6 Manager (Spirit) Co-ordination in preparing stock reports, OFS, Invoices, MIS reports, Molasses report, OTL report, relating to spirit division. Preparation of VAT reports and co-ordination with Commercial Tax Department and issue of C forms. Co-ordination with Spirit Depots and related spirit manufacturers Co-ordination for escort services Co-ordination with ethanol manufacturers and public sector oil companies Manger (Accounts) Compilation of IML & Spirits Accounts Transfer of funds to banks & Petty Cash to IML & Spirits Depots Salary administration Statutory Remittances such Income Tax of Staff, Income Tax of the Company, TDS, TCS & FBT and Privilege Fee Tax assessments Preparation of the Financial Review for Broad Meeting Overall supervision of Accounts Section Interaction with Internal, Statutory and Government Auditors. Manager (Audit) Pre-audit of H.O. files referred by the Consultant-Audit.. The internal audit reports submitted by auditors reviewed by Assistant Managers forwarded for further verification before sending to superior officer of the following: a. IML depots both finance and stock audit b. R.S. depots c. Head Office Visiting depots as per the instruction of the superior for inspections purpose. 6

7 JOINT MANAGERS : Joint Manger (Accounts-IMLAccounts) Adhoc Advances. Correspondence with Distilleries. Verification of pricing Finalisation of the list of Sundry Creditors Transfer of balances of Sundry Debtors (Retailers) for the change of range. Overall in-charge of distillery payment and advances. Joint Manger (Accounts-IML Accounts) Verification of calculation of weekly payment and transfer of eligible amount to distillery s bank a/c s. Interaction with service tax department. Joint Manager (Spirit Accounts) Overall supervision of spirit account. Verification of weekly suppliers payment Verification of bank reconciliation Reconciliation of payments and receipts Reconciliation of sales and payments Verification of Import payments Reconciliation of inter division fund transfer Reconciliation of inter division fund transfer Reconciliation and verification of petty cash expenses/control account] Verification and reconciliation of depots Verification of refund to buyers Finalisation of spirit accounts. 7

8 Joint Manager (Accounts-Salary) Calculation and disbursement of Salary. Filing of Income Tax returns of the staff. Calculation & remittance of FBT. Remittance of Statutory payments such as PF, ESI etc. Joint Manger (Accounts-BRS) Supervision of BRS section Finalization of Accounts Handling of Cash Interaction with Banks Joint Manager (Accounts-Bills & Cash) Verification and passing of all the bills pertaining to Supplies & Services such as Fixed Assets purchase, rent and other expenses etc., Remittance of TDS & Submission of Quarterly returns. Finalization of accounts. Joint Manager (HR) : Maintenance of files of all deputed and contract employees Maintenance of leave records Process the bill for payment, wages of the security guards, data entry operators, supporting staff and house keeping personnel Induction training programme Work connected with PF,ESIC,Insurance Nomination of employees to the training programme General correspondence with PSUs and Government. 8

9 Joint Manager (Admn.) Assisting the Manager (HR) in respect Purchase of Stationery, office equipments including systems and UPS, Purchase of Air-conditioner, DG Set and their maintenance Maintenance of cold storage Maintenance of office vehicles/office records and files Release of tenders with regard to procurement of goods and services Functions relating to printing of KSBCL Diaries and distribution Purchase and maintenance of office furnitures, equipments, telephone etc. Maintenance of office building Joint Manager (Statistics) Preparation of daily sales report of IML & Beer for sending to Government, Excise department and KSBCL officers and depots Organising and providing statistical information to Government, Excise department and senior officers of HO Attending to queries received from other State Beverages Corporations Assisting EDO and GMO in operational subjects Insurance coverage of liquor stocks and other assets of the Corporation. Joint Manger (Depot Infrastructure ) Depot Infrastructure pertaining to IML depots. Identifying Depot Building and land for construction of KSBCL depot at various places in Karnataka Repair and Maintenance of depots. Creating of Retailer Buyer Master of IML depot. PAN Card records of Retailers. Co-ordination with Depot Mangers pertaining depot operation. Follow up the work entrusted by Executive Director (Operation) and General Manger (Operation). 9

10 Joint Managers (IML-Sourcing/OFS) Receive licence copy, Label approvals, DP/MRP, Annexure-I, II, III in respect of Local Distilleries and process for enlistment and procurement of stocks. Receive licence copy, Labels, Cost card and process for registrations of labels and declaration of DP/MRP in respect of imports. Receive Label approval, DP/MRP approved by EC and process the same for enlistment and procurement. Receive indents from various Suppliers, allotted, scrutinize and forward the indent to DGM/GM for approval. Scrutinize letters received from Suppliers for Inter Depot Stock Transfer and effect the same. Liasoning with Depots in respect of matters related to operations, EVR s revalidation etc., Co-ordinate with system groups with regard to price updation and other functions relating to operations. Liasoning with Suppliers regarding dispatch of stocks to various depots and nonsupply etc., Procurement of EAL, Supply to depot and maintaining necessary records in respect of imports. Any Other work relating to the operations Sections as and when assigned by the Superiors. iii) Procedure followed in the decision making process including channels of supervision and accountability The Corporation is functioning in a commercial manner having due regard to mandates given by the State Government. All major decisions are taken by the plural executive, viz., the Board of Directors. The Board has also vested the Managing Director with substantial powers of management. In accordance with the delegation of powers/authority, officers exercise the powers and take appropriate decisions in the dayto-day functioning. 10

11 Under the Managing Director, the Corporation has officers at different levels (in the rank of Executive Directors/General Managers/Deputy General Managers/Asst. General Managers Finance, Operations, etc.) to monitor the functions as per the set parameters / bench marks. These Officers are responsible for the smooth functioning of the activities of the Corporation and they will be regularly reporting to the top level. iv) Norms set for the discharge of functions Each officer/employee has a clear role to play in the Organisation. It also depends on the level/position he holds in the Corporation with well defined reporting pattern. v) Rules, regulations, instructions, manuals and records, held by it or under its control or used by its employees for discharging functions The Corporation has, from time to time, issued various policies on sourcing and sale of liquor and spirit in the form of circulars to guide all those dealing with the Corporation. The same are compiled and printed as a Hand Book on Policies and distributed to all concerned. - Memorandum of Association - Article of Association - Companies Act, - Annual Budget - Income Tax Act, - Provident Fund Act, - Karnataka Transparency in public procurement Act - Sourcing and Sales Policy vi) Statement of the categories of documents held : a) Board/AGM/committee proceedings b) Administration/personnel files c) Purchase files/correspondence files d) Correspondence files/proposal files connected with the operations e) Balance sheet/audit reports, payment files and other correspondence files connected to accounts section 11

12 vii) Particulars of any arrangement that exists for consultation with, or representation by, the members of the public in relation to the formulation of its policy or implementation thereof The policies of the Corporation are fine tuned to iron out any difficulties noticed in consultation with all stakeholders. viii) Statement of the boards, councils, committees and other bodies consisting of two or more persons constituted as its part or for the purpose of its advise, and as to whether meetings of those boards, councils, committees and other bodies are open to the public, or the minutes of such meetings are accessible for public The management and the affairs of the Corporation are managed by the Board of Directors consisting of the following : 1. Sri M.R.Sreenivasa Murthy, IAS : Chairman 2. Sri Yogendra Tripathi, IAS : Director 3. Sri Ajay Seth, IAS : Director 4. Sri.H.Shashidhar, IAS : Managing Director. The Board of the Corporation meets at periodical intervals as required under the provisions of the Companies Act and the minutes of the meetings are prepared and kept at the registered office,. as also, sub-committee meetings of the board. In addition to the above, as required under the Companies Act, 1956, the Annual General Meetings of the share holders is held once in a year. The minutes of these meetings are also recorded and kept at the registered office and the same are not open to the public. ix & x) Directory of its officers and their remuneration : A list of officers & employees working in the Corporation is maintained. The particulars of the remuneration drawn by the officers and employees are furnished in the annexure-1. Apart from the above remuneration, among other things, the officers and the employees are eligible for the following : 12

13 a. Employer contribution towards provident fund b. Gratuity c. Medical reimbursement as per the medical rules of the corporation d. Leave salary/encashment / pension contribution to eligible employees e. Reimbursement of telephone bills. f. Lunch allowance, as per the norms of the Corporation. Entire regular manpower of the Corporation is on deputation from Government/other Public Sector Undertakings. Employees on deputation draw salary and allowances, which they would have drawn had they continued in their parent organisation. xi) The budget allocated to each of its agency, indicating the particulars of all plans, proposed expenditures and reports on disbursements made The Corporation has budgets for various items of expenditure and monitor the actuals vis-à-vis the budget. Particulars Budget for A. Revenue Budget (Rs.in crores) Projected for Sales Turnover RECEIPTS a) Margin Fee From IML b) Handling charges on sale of Rectified Spirit) 5.40 c) Other Income TOTAL RECEIPTS EXPENDITURE a) Administrative Expenses b) Financial Charges 1.66 c) Managerial Remuneration 0.13 d) Privilege Fee TOTAL EXPENDITURE Profit Before tax

14 Sl. No. B. Capital Budget Particulars (Rs. in crores) Expected for the year Land Building Special Repairs & Maintenance of godowns Computer Equipments, UPS etc Laptops New Softwares Upgradation of Servers, Networking, Database DG Sets Printers / Accessories Furniture and Fixtures 0.50 Total xii) The manner of execution of subsidy programmes, including the amounts allocated and the details of beneficiaries of such programmes As on date, the Corporation does not have any programme involving payment of subsidies. xiii) Particulars of recipients of concessions, permits or authorisations granted by it In view of the para xii above, para xiii is not applicable. xiv) Details in respect of the information, available to or held by it, reduced in an electronic form The Corporation hosts a website (ksbcl.com) on which all vital information relating to the Corporation is made available. Further, the information relating to the various transactions of manufacturers and suppliers are made available. 14

15 xv) Particulars of facilities available to citizens for obtaining information, including the working hours of a library or reading room, if maintained for public use The Registered Office of the Corporation is situated at Bangalore with depots spread over the State. Officers of the Corporation have been nominated as required under the Right to Information Act, 2005 pertaining to the respective locations. There are no libraries, reading rooms, etc. for public use. xvi) Names, designations and other particulars of the Public Information Officers Names, designations and addresses of PIO, APIO and Appellate Authority are listed in the annexure-2. xvii) Such other information as may be prescribed As required under the Companies Act, 1956, the Corporation publishes its annual reports and submits the same to the Government. This Annual Report contains the details of assets, liabilities, income, expenditure and profit and loss made during the year. Date : 8 th Sept., 2009 Managing Director 15