1306. The daily attendances and absences of labourers should be recorded in the muster sheets in such a way as---

• (i) To facilitate the correct calculation of the net wages of each person for the period of payment.

• (ii) To render it difficult to tamper with or make unauthorised additions to or alterations in, entries once made; and

• (iii) To facilitate the correct classification of the cost of labour by works and sub-heads of works where necessary.

The subordinate maintaining a muster sheet should, therefore, note in words the total number of persons present on each day and give brief remarks as to the work or work on which the labour was employed each day at the bottom of the sheet.

Assistant Engineers should check muster sheets as frequently as possible and record on the spot the number of men present in words and in ink, over their initials.

1307. At the end of every wage month the muster sheets should be closed, the amount of gross wages due to each labourer or work-charged employee should be worked out and the totals struck. The muster sheets so completed should be collected by the supervisor and submitted through the Assistant Engineer to the Executive Engineer with an abstract of all muster sheets submitted for checks and payment. In the office of the Executive Engineer the muster sheets should be checked under the supervision of the Divisional Accountant before they are sent to the Accounts Officer for arranging payment.

1308. Payments of muster sheets should be made and witnessed by the officer of the highest standing available on the spot. The witnessing officer should certify to the payments individually or by group, a the same time, specifying both in words and in figures, at the foot of the muster sheet, the total amount paid on each date. Assistant Engineers should witness payments of all labour under one or more subordinates each month. This should be done without warning.

1309. Unpaid amounts, should, in the case of a muster sheet for men employed on several works, be considered as relating to the most costly work in the group and subsequent payments of unpaid amounts should be debited to that work, if the accounts of the work are still open, otherwise to the same head of the capital account.

1310. Unpaid Wages.-Unpaid amounts on muster sheets will be paid on Extract Muster Sheets/Pay Orders. In all such cases a counter reference should be made by the executive officer against the corresponding entry in the Unpaid Wages list form A.1954 supplied by the Cashier. This precaution is necessary to avoid more than one payment. Unpaid amounts on muster sheets will not be posted in the Register of Works or Accounts.

1311. Muster sheets should never be prepared in duplicate. They should not ordinarily pass beyond the office of the responsible disburser. The Accounts Officer may, however, send for the paid muster sheets in connection with any accounts discrepancy or any investigation.

1312. The payment of daily labour through a contractor instead of through muster sheets and labour pay sheets in the usual way is objectionable in principle. In a case of great emergency it may sometimes be found impossible to employ labour otherwise than through a contractor. Should it be possible in such cases to determine the quantities of work done after its completion or at intervals during its progress the payment to the contractor should be on the basis of work actually excecuted. But if, as in the case of urgent repair of breaches of lines this method of payment is not practicable, it is permissible to pay the contractor on the basis of number of labourers employed day by day, his own profit or commission being included in the rates allowed. When this course is adopted, a report of the number of labourers of each class employed, day by day should be made in the following form (Form E. 1312) by the subordinate incharge of the work daily to the Assistant Engineer to enable the latter to keep a check on the expenditure and to deal with the contractor's claim when received. To avoid disputes the contractor should be asked to sign the Daily Report of Labour (sent by the subordinates) in token of their acceptance. The use of muster sheets or the measurement book is not permissible in such cases.

S. No................................. ..........................................RAILWAY

ENGINEERING DEPARTMENT

Division............................. Office........................

DAILY REPORT OF LABOUR EMPLOYED ON.............................SECTION

Sub-Division.................................................Division...........................................

Name of work......................................................................................................

Daily report for.....................................................................................................

 

LABOUR		No. of each class	Rate	Approximate quantity of work done
work on which employed	Class of labourers

Payment to Suppliers and Contractors

1313. Record of Measurements.-Payments for all work done otherwise than by departmental labour and for all supplies are made on the basis of measurements recorded in Measurement Books (Form E. 1313 given below) in accordance with the rules contained in this Chapter.

COVER

......................................Railway

MEASUREMENT BOOK

No.................................

Engineering Department....................................... Division...............................................

Name ...................................................................

Designation...........................................................

Date of issue......................................................... Date of return......................................

___________________________________________________________________________________

MEASUREMENT BOOK

No.........................................................................

Division.................................................................

Issued to.....................................................................................................................................................

(Name & designation)

.............................................................................. on........................................................

                              (station)                                                                          (date)

Received by................................................................................................................................................

(Signature)

..............................................................................                  ............................................................

                              (Designation)                                                                 (Station)

Date of first entry...................................................

Date of last entry...................................................

Date received in Division office after completion of book..................................................................

Certified that this Measurement Book contains pages numbering 1-100 (both pages inclusive) which have been counted by me and are correct.

(Sheet 4)

            (Sheet 5)

1314. The measurement books should be considered as very important record. All the books belonging to a division should be numbered serially and a register of them (Form E. 1314 given below) should be maintained in the divisional office showing (1) the serial number of each book, (2) the name and designation of the person to whom issued, (3) the date of issue and (4) the date of its return, so that its eventual return to the divisional office may be watched. A similar register (Form E. 1314 given below) should also be maintained in the sub-divisional office. Books no longer in use should be withdrawn promptly even though not completely written up. The eventual return of all measurement books should be insisted on. They should be carefully preserved for ten years. To ensure this, measurement books should be carefully listed and made over to the open line authorities when the construction divisions are closed.

…............ RAILWAY

REGISTER OF MEASUREMENT BOOKS

Department Division Station

  1315. Recording of Measurements-On the open line organisation of the Railways the following powers can be exercised in recording measurements :--

(i) Inspectors of Works and Permanent Way Inspectors in Gr. II (Rs. 1600-2660) and Gr. I (Rs. 2000-3200) can record all measurement including ballast measurements subject to the test checks given below, but cannot record earth work sectional measurements unless they are specifically nominated by the Assistant Engineer on considerations of competency and reliability. A 10% check by the Assistant Engineer is necessary for works costing upto Rs. 25,000/-, if the value of the work exceeds the estimated cost by more than 10% and for works costing above Rs. 25,000/- a 20% check by Assistant Engineer is necessary. In the case of ballast and pitching stones measurements a 100% check on quality and the quantity by the Assistant Engineer is necessary. The Check of the Assistant Engineer in respect of earth work sectional measurements may be done at his discretion. Those Inspectors in Gr. I (Rs. 2000-3200) may finalize measurement for work upto Rs. 10,000/- even when the total value of the works exceeds the estimated value by more than 10%.

(ii) Inspector of Works and Permanent Way Inspectors in Grade III (Rs. 1400-2300) when they hold independent charge, can record measurement for works costing upto Rs. 25,000/- each, subject to a test check of 20% by the Assistant Engineer.

(iii) Sub-Overseers, Mistries having a diploma in Engineering and having more than three years of service and those not having a diploma in Engineering but having six years experience to be nominated by name by the Divisional Engineer can record measurements of works upto Rs. 10,000/-, subject to a test check of 20% by the Inspector of Works.

(iv) Recording of Measurement of Elec. open line & construction Works.

(a) Shop Supdt./ Chief Traction Foreman, in grade Rs. 2375-3500; Sr. Elec. Foreman/ Elec. Foreman/ Traction Foreman in Grade Rs. 2000-3200/- can record all measurements.

A 10% check by the Asstt. Elec. Engineer/Divisional/district Elec. Engg. is necessary for the work costing upto Rs. 25,000/- each if the value of the work exceeds the estimated cost by more than 10% and for works costing above Rs. 25,000/- and 20% check by Asstt. Elec. engineer/Divisional/District Elec. engineer is necessary.

(b) Asstt. Elec.Foreman/Asstt. Traction Foreman/Sr. Elec.chargeman in grade Rs.1600-2660/- can also record the measurements subject to 10% test check on the works costing upto Rs. 25,000/- and 20% check on the works costing more than 25,000/- by Asstt. Elec. Engg./ Divisional/District Elec. Engineer.

(c) Elec. Chargemen/Asstt. Elec. Foreman in Gr. Rs. 1400-2300 when they hold independent charge can record measurements for works costing upto Rs. 25,000/- each subject to a test check by 20% by the Asstt. Elec. Engg./Divisional/District Elec. engineer.

(d) Elec. Chargemen having a diploma in Elec. Engg. and having more than three years of service and those not having a diploma in Elec. Engg. but having six years experience nominated by name by the Divisional/District Elec. Engineer can record measurements of works upto Rs. 10,000/- subject to a test check of 20% by the Asstt. Elec. Engineer/District Elec. Engineer.

1316. On construction projects and special works, Sub-Overseer Mistries cannot record measurements. Inspector of Works and Permanent Way inspectors cannot record measurements for the supply of ballast, pitching stones and earth work. For all other works, Inspectors of Works and Permanent Way Inspectors in Grade I & II can record measurements upto a value of Rupees One lakh, subject to a 20 per cent test check by the Assistant Engineer. Measurement of ballast and pitching stones, classification of ballast and measurement for earth work will be done by the Assistant Engineer.

1317. For measurement of earth work cross-sections levels may be recorded by Inspector of Works in the field book which should be in ink or inked before test checking by the Assistant Engineer. The Assistant Engineer should exercise a check of 100 per cent in the case of levels along the centre line of alignment, and not less than 20 per cent of the remaining levels of the cross sections with the proviso that this check should invariably be carried out in cross sections having cross slopes. All the corrections in the field book must be initialed  by the Assistant Engineer and no subsequent corrections should be made by any person other than the Assistant Engineer who while doing so should record the reasons for the same. The signature of the contractor or his authorised agent should be taken on every field book accepting the correctness of levels recorded therein.

                 Plotting of the cross sections may be done on graph paper taking care that sufficiently large scale is adopted for plotting and there is not much distortion of horizontal and vertical scales adopted. After plotting the cross sections the levels should be inked and each sheet containing the cross section should be signed by the Inspector of Works, Assistant Engineer and the contractor. While plotting the cross sections, the proposed theoretical profiles of the earth work should also be plotted to ensure that the work is done to actual requirements and to avoid future claims from the contractors. For computing the quantity of earth work arithmetical calculation is to be preferred but if necessary counting of square method can also be adopted.

1318. In the case of bridge girders and steel fabricated structures the contractor can be permitted to submit his bill based on completion drawings. These bills may be checked in the Drawing Office and accepted for payment. No detailed measurements need be recorded in such case by the Assistant Engineer in the measurement book.

1319. All measurement except as specified in paras 1317 and 1318 should be neatly taken down on the measurement book issued for the purpose and nowhere else. For large works a separate measurement book may be set apart, or if found convenient two or more books may be set apart for different classes of works.

1320. Each set of measurements should commence with entries stating :-

• (i) In the case of work done :-

(a) Full name of work as given in the estimate;
(b) Situation of work;
(c) Name of contractor;
(d) Number and date of agreement entered into with contractor or of work order issued in his favour;
(e) Dates of commencement and completion of work; and
(f) Date of measurement;

• (ii) In the case of materials supplied :-

(a) Name of supplier;
(b) Number and date of agreement with supplier or of the order for supply;
(c) Purpose of supply;
(d) Dates of commencement and completion of supply; and
(e) Date of measurement;

and should end with the dated initials of the person making the measurements. A suitable abstract should then be prepared which should collect, in the case of measurements for work done the total quantities of each distinct item of work relating to each sub-head of estimate.

1321. As all payments for work or supplies are based on the quantities recorded in the measurement books, it is incumbent on the person taking the measurements to record the quantities clearly and accurately. If the measurements are taken in connection with a running contract account on which work has been previously measured, the reference to the last set of measurement should be recorded, and if the entire job or contract has been completed, the fact should be recorded prominently and initialed by person taking the measurements. If the measurements taken are the first set of measurements on a running account, of the first and final measurements, this fact should be suitably noted against the entries in the measurement book.

1322. Instructions for the Maintenance of Measurement Books.--The pages of the book should be machine-numbered and no page should on any account be torn out, nor should any entry be erased or deffaced so as to be illegible. If mistake be made, it should be corrected by crossing out the incorrect words or figures, and rewriting the correct words or figures, and the correction thus made should be initialed. The entries must be made directly in the measurement books at the site of work. The copying of entries from another rough note book or similar record is strictly forbidden. A reliable record is the object to be aimed at, as it may have to be produced as evidence in a Court of Law.

1323. The entries in the measurement book should, if possible be made in ink, but when this is not possible, the entries should be recorded with indelible or special copying pencil so as to render it difficult to tamper with or to make unauthorised additions to or alterations in entries once made, the pencil entries should not be inked over, but left untouched. The entries in the "contents or area" column should, however, be invariably made in ink.

1324. Entries should be recorded continuously in the measurement book. No blank pages should be left nor should any page be torn out, the cancellation being attested. When any measurements are cancelled, the cancellation should be supported by the dated initials of the officer ordering the cancellation, or by a reference to his orders initialed by the officer who made the measurement. In either case, the reason for cancellation should be recorded.

1325. Each measurement book should be provided with an index which should be kept up to date.

1326. From the measurement book, all quantities should be clearly traceable into the documents on which payment are made, and a reference to the voucher in which the quantities are entered for payment, as well as the date of entry, should be given by an endorsement upon the original entries in the measurement book, No contract certificate or bill should be signed without thus crossing off the connected entry in the measurement book, and the document on which payment is made should invariably bear a reference to the number and page of the book in which the detailed measurement are recorded.

1327. Standard Measurements.-Detailed measurements may be dispensed with in the case of periodical repairs when the quantities are recorded in efficiently maintained Standard measurement books. In the case of letting out the work of whitewashing of quarters on contract the Railways can group the quarters in Division or Sub-Division Area in such a way that each group includes quarters which would individually entrail approximately the same equivalent surface area for whitewashing. The grouping should broadly be such that all the quarters in one group should be susceptible of being given to one contractor for the purpose of whitewashing. Non-standard bungalows of officers may, however, be excluded from such grouping. The standard areas of white washing to be paid for in respect of one unit of quarters in each group and approximate number of units to be whitewashed should be clearly shown in the tender documents. Payments should be made for the number of quarters actually whitewashed on the basis of such area per unit as indicated in the tender documents.

1328. Measurements based on Standard type Drawings.-Detailed measurements are not required in the case of measurements of standard type staff quarters provided there is a suitable clause in the agreement with the contractor to protect the railway legally and the Assistant Engineer certifies that the work billed for has been carried out in accordance with standard type drawings then the quantities as given in the schedule of Estimates for standard type quarters for the type concerned may be entered in measurement books for all work above floor level without actual measurements being recorded.

For this purpose tenders for the construction of buildings for which type designs have been prescribed should be invited at a rate per unit of complete building. The detailed specifications and measurement of the type of building should be fully given out in tender papers. Bills for payment should be paid in terms of the number of buildings put up multiplied by the rate approved per unit building. For regulating `on account' payments a schedule of percentage payment due at various stage of construction of the building e.g. up to sill level, up to ceiling level etc. should be included in the tender documents. Where items not covered in the rate for the unit are required to be provided, they should be separately shown in the tender documents clearly bringing out what would constitute these "extras" and how they would be measured and paid for. Similar provision should also be made for any unforeseen items that may be required.

1329. This system may be extended with advantage to certain items of repair work almost invariably done in complete units, such as colour washing and oiling, varnishing or painting of doors provided that the Schedule of Estimates for standard type drawings gives the quantities for these items separately for each room, the rooms being distinguished on the drawing and in the `estimate' by separate letters and also to the painting of bridges, tank, tank staging and similar items which involves a very large number of entries, if the work has been previously done and recorded in some extant measurement book. In the latter case it should be sufficient to refer to the previous measurement and merely enter total quantities for each bridge, tank, etc. provided that the Assistant Engineer is able to certify that the quantity of work done is the same as that of the previous measurement which will have to be carefully filed under the Executive Engineers signature.

1330. Measurements for Lump-Sum Contract.-Detailed measurements are not required in the case of a work done under a lump sum contract. Final payment in such cases may be made on the certificate of the Assistant Engineer to the effect that the work has been completed according to the drawings and specifications.

1331. Approximate Measurements.-Detailed measurements may dispensed with in cases in which payments `on account' for work actually executed are made on the certificate of a responsible officer (not below the rank of Assistant Engineer) to the effect that not less than the quantity of work paid for has actually been done and that the measurement are from plans or that they are approximately estimated. The officer granting such certificate will be held personally responsible for any overpayments which may occur on the work in consequence. Final payments should, however, in no case be made without detailed measurements.

1332. Measurement of Ballast Train Work.-It is not usually convenient to record in measurement books detailed measurement of work done by contractors in connection with the working of ballast and material trains e. g. loading and unloading of ballast, permanent way and other construction materials. In such cases ballast train or material train challans in the following form (E. 1332) should be prepared in four copies by the subordinate supervising the loading of ballast or material. One copy should be retained as office copy of the subordinate who trained out the material. Two copies should be sent to the receiving subordinate through the guard of the ballast or material train. One copy should be sent directly to the Assistant Engineer concerned immediately after loading to reach within 24 hours to enable the Assistant Engineer to verify the `ballast or materials if required. The receiving subordinate should check the quantites of materials received with those shown on the challan and accept it subject to any remarks he may have to make. One copy of the accepted challan should then be submitted to the Assistant Engineer concerned to enable the latter to prepare the contractor's loading and unloading bill. In this case, the accepted challan takes the place of a measurement book.

BALLAST/ MATERIAL TRAIN CHALLAN FORM

Department.............................................................Division.........................................................................

Ballast Train Report of .........................................train, ordered vide D.E. N's/A.E.N's No..........................

................................................working from Km. ..........................................Km. .......................................

on..........................................Engine No. ...............................Class.............................Composition of train

................................................Labour.....................................Mistries/Mates........................................Men

...............................................Women..................................Name of Contractor.........................................

Note:¾ On reverse of this form, the class, capacity and number of each wagon should be shown. Also, particular of detentions to trains other than for Engineering work.

1333. The Measurement of Ballast.--Ballast should as a rule, be measured in stacks. When ballast taken over by the Railway is trained out, the correctness of the measurements recorded in the ballast train challans, after making due allowance for shrinkage enroute should be checked with the original stack measurements. In cases where owing to uneven surface of the stacking ground or for want of space in the quarry, etc. ballast cannot be stocked in stacks of convenient sizes and where in consequence ballast has to be measured and taken directly in wagons, the procedure laid down in para 1332 may be adopted subject to a test check of 20% of the wagon measurements by the Assistant Engineer.

1334. The Divisional or Executive Officer should make it a point to see that the measurement books are maintained in accordance with the rules laid down in paragraphs 1313 to 1332 ante and that the measurements recorded are complete records of each kind of work done for which certificates have been given.

1335. Subject to provisions of paragraph 1312 and 1327 to 1332 ante, the bills of contractors for work done or supplies made should be prepared in any one of the following forms according to that circumstances mentioned below against each :-

• (i) Petty Contract bill, Form E. 1336.

• (ii) Running or On Account bill, Form E. 1337.

• (iii) Final Bill, Form E. 1338. and

• (iv) Hand Receipt, Form E. 1339.

The final bill Form (E. 1338) should specifically provide that the contractor concerned accepts the amount billed for as a final payment in settlement of all his claims in respect of the particular work. Bill for work done should necessarily be prepared in any one of the above forms. Bills of supplies submitted on supplier's own forms may, however, be accepted when prepared in English or Hindi, any further particulars required by the departmental form being added by the disbursing officer. All bills passed against a work order should be noted on the work order.

1336. The petty bill form (Form E. 1336) should be used for making payments to contractors in connection with works or supplies when a single payment is made for a job or contract on its completion. It may also be used in paying several contractors employed on parts of one large work or several works on one section of the line.

From E 1336   (Continued to........ List of forms)

.......................... RAILWAY

ENGINEERING DEPARTMENT

ON ACCOUNT' CONTRACT CERTIFICATE

No. ……………………………. Division …………………………………….

Name & Address of Contractor ……………………………………………….

Name of work ………………………………………………………………….

Authority for work ………………………… Agreement No ………………

I.         Account of work executed

Whenever there is any entry in column 10 on the basis of actual measurements the whole of the amount previously paid without detailed measurement should be adjusted by a minus entry in column 2 equivalent to the amount shown in column 1, so that the total up to date in column 3 may become nil.

When there are two or more entries in column 10 relating to each sub-head of estimate they should in the case of works the accounts of which are kept by Sub-heads, be totalled and the total recorded in column 11 for posting the Register of Works.

II.        Certificate and Signature

1.         The measurements on which are based the entries in columns 4 to 10 of Account I were made by ……. On ……… and are recorded at pages ……. of measurement book, No. ………………………….

2.         Certified that in addition to and quite apart from the quantities of work actually executed as shown in column 8 of Account I. some work has actually been done in connection with several items and the value of such work is in no case, less than the on account payments as per column 3 of Account 1, made or proposed to be made for the convenience of the Contractor in anticipation of and subject to the results of detailed measurement which will be made as soon as possible.

3.         Certified that no materials the cost of which has not been recovered, were issued to the contractor.

                               ……………………..                              ……………….............Rank-incharge of work

Signature of Contractor                          Signature of Officer

                                                          Preparing the Bill

  Dated …………………                          Dated……………….

                           ................................                                 …………………………..

                 Witness of Signature to Contractors                                        Designation