PROCEDURE FOR SUBMISSION OF BILLS INFORMATION DEPTT
Ref: APNS/2011/02 January 4, 2011
To: All Member Publications Based in Sindh
SUB: PROCEDURE FOR SUBMISSION OF BILLS IN INFORMATION DEPARTMENT TO FACILITATE REGULAR / TIMELY
Dear Sirs,
We have been informed by the Director General Information and Archives Department, Govt. of Sindh that in order to streamline regular and timely payments to the newspaper / publications the following procedure has been finalized with the approval of the Competent Authority:
1 The consolidated bill / claim should be submitted once in a month. The monthly bill must be accompanied by the following documents:
2. A consolidated statement, in chronological order (of the date of issue and number of RO), on the following format, called “FORM - B”, on the official letter-head of the publication, duly signed by an authorized officer:
FORM – B
SUBJECT: PAYMENT OF BILLS AGAINST THE ROs ISSUED DURING
(Specify month / year).
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RO Number
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RO Date
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Space (Cms)
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Position / Display
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Publication Date
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Client Department
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Bill No.
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Approved Rate (Rs.)
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Amount Claimed (Rs.)
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Remarks (If Any)
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1
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2
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3
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4
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5
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6
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7
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8
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9
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10
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FOUR (4) SETS of the following documents must be attached with the above statement:
(a) A copy of all bills against all ROs issued during the month
(b) copy of the publication in which the advertisement was published
NOTES: (I) Presently, all publications are submitting three (3) sets of the above documents
(II) Four (4) sets are mandatorily needed for the following usage:
Set 1: Submission in AG Sindh / DAO of the district for clearance of the bill
Set 2: Providing to the Client Department
Set 3: Maintaining Publication Wise Record for scrutiny and audit
Set 4: Maintaining Client Wise Record for scrutiny and audit
3. The payment of bills of one month (e.g. December 2010), received up to 15th day of the following month (January 2011) will be made to the publication, through cross cheque, initially within a period of NINETY (90) DAYS from the last date of submission of monthly bills i.e. 15th day of the month. However, the period of payment will be reduced to SIXTY (60) DAYS by April, 2011, subject to
cooperation extended by APNS and their member publications in providing the requisite sets of documents within the time-lines mentioned above.
4. There is nothing new in the above procedure, except demand of one additional set of documents, already submitted by the publications, and requirement to submit the consolidated statement / documents in one go within the first fortnight of the following month.
We request our member publications based in Sindh to adopt the above procedure while submitting their bills to Sindh Information Department w.e.f. January 01, 2011.
Thanking you,
Yours faithfully,
-s/d-
( Sarmad Ali )
Secretary General
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