Scale Check Register (Rules 1407–1411)

What is a Scale Check Register? (Rule 1407)

• A register (Form A.1407) is maintained in every Accounts Office.
• Purpose → To ensure that appointments are not made in excess of the sanctioned posts in any grade or class.
• Separate pages (folios) should be allotted for each class/grade of staff.
• Example entries are printed in the form for guidance.

How to Post Entries in the Scale Check Register? (Rule 1408)

• As soon as a sanction for non-gazetted staff is received, it must be entered in the register.
• Entries should be attested by the Sub-head or Section Officer (Accounts).
• Each pay bill must:
• Contain or be accompanied by a summary showing the sanctioned strength and actual strength.
• Actual strength shown in the summary must be checked with the staff actually charged in the bill.
• Entries of actual strength should be posted in the register month-wise.
• After posting all bills for a month, compare:
• Total actual staff strength (per register)
• Sanctioned strength.
• Any excess staff must be immediately taken up with the executive authorities.
• Supervisors must ensure:
• No omission or double posting.
• Each bill should clearly indicate that its entries have been posted in the register.

Principle of Scale Check (Rule 1409)

• Normally, only one employee can draw pay against one sanctioned post.
• If:
• More than one person is shown against the same post, OR
• Someone is shown against a post not sanctioned, → Their pay and allowances must be objected (not passed without clarification).
• Exceptions allowed:
• During joining time.
• During approved overlap when one employee is handing over to another (both counted against one post temporarily).
• Suitable remarks should be made in the register for such cases.
• Note: If there are unfilled vacancies in higher grades, excess officiating appointments can be allowed in lower grades against them.

Extent of Scale Check (Rule 1410)

• A 100% monthly check must be exercised against sanctioned strength.
• Applies to all non-gazetted permanent staff, including workshop staff.

Scale Check of Temporary Establishment (Rule 1411)

• Temporary sanctions must be recorded separately in the same register.
• While passing pay bills of temporary staff:
• Ensure staff number does not exceed sanction.
• Ensure staff are not continued beyond sanction period.
• A cent per cent check must be exercised in these cases as well.

In short: The Scale Check Register is the Accounts Office’s tool to ensure no unauthorized appointments or excess staff are paid. It involves:

• Recording all sanctioned posts.
• Matching actual staff bills every month.
• Raising objections if actuals exceed sanctioned strength (with limited exceptions).
• Exercising complete monthly check for both permanent and temporary staff.