Gazette Reference: Maharashtra eGazette — GRAS (Government Receipt Accounting System) Circular, issued by the Office of the Additional Commissioner of State Excise, Maharashtra State, Mumbai
Type: Administrative Circular / Procedural Guidelines — Non-Fee Amendment
Authority: Office of the Additional Commissioner of State Excise, Maharashtra (Email: aoexcisecom@gmail.com)
Unable to provide a standard amendment summary in the usual format — this gazette is not a rule/section amendment under the Bombay Prohibition Act. Instead, it is an administrative/procedural circular issued by the State Excise Department regarding the Government Receipt Accounting System (GRAS) — the online e-payment and accounting platform used for excise revenue collection.
What the Circular Covers (Key Topics):
1. Defacement of e-Challan (e-Chalan Defacement)
- Describes the process of "defacing" (marking as used/cancelled) an e-challan after it is used for payment.
- Warns against misuse of non-defaced challans; once a challan is used and defaced, it cannot be reused.
- Provides procedure for officers to handle defaced vs. non-defaced challans and action to be taken against misuse.
2. Refund of e-Payment
- Lays down the procedure for claiming refunds of amounts paid online via GRAS.
- Requires submission of GRN (Government Reference Number), Bank CIN, Bank Reference, and Bank Scroll Number/Date for refund claims.
- Refund claims must be submitted through the proper channel (Treasury/Account Officer) and cannot be processed without complete documentation.
- Distinguishes between refunds to be processed through departmental/treasury route vs. direct bank refund route.
3. Accounting Procedures
- Describes accounting reports to be generated via GRAS:
- Cash Account
- Covering Schedule
- Daily Cash Book
- Total Receipt
- Lays down that all receipts must be properly accounted for and reconciled.
4. Reconciliation of e-Receipts
- Requires reconciliation of online receipts with treasury/bank records.
- Officers must match GRN records and verify entries; discrepancies must be resolved before finalizing accounts.
- References use of R.B.I. (Reserve Bank of India) scroll reconciliation.
5. Correction of Misclassification of Scheme Code
- If an incorrect scheme/head of account code is used during e-payment, a Correction Memo / Transfer Entry must be raised.
- Cannot be done unilaterally — requires approval at appropriate level and proper documentation before transfer entry is processed in GRAS.
6. Revocation of Defacement / Refund Entry
- Provides a mechanism to revoke (reverse) a defacement or refund entry if made in error.
- Revocation requires specific approval and must be completed within prescribed timelines.
- Once revoked, the original entry is restored and further action can be taken.
7. Payment Across Bank Counter
- Addresses situations where payment is made directly at a bank counter (offline mode).
- Such payments must still be recorded in GRAS with GRN, Bank CIN, Bank Reference, and Scroll Number/Date.
8. "Zero Balance" Bank Account (2023 Onward)
- From 2023, a "Zero Balance" arrangement has been implemented with the designated bank(s).
- Lists three types of accounts under this arrangement:
- Personal Ledger Account
- Consolidated Fund Account
- Contingency Fund Account
- Under "Zero Balance," daily balances are swept to the main government account, improving treasury management.
- Details inter-bank transfer protocols and reporting requirements for excise offices under this system.
9. Historical Reference to Prior Circulars
- References earlier circulars/instructions from 2010, 2013, 2015, 2018, 2019, 2020, 2022 governing GRAS operations, indicating this circular consolidates or updates prior guidance.
Effective Date: From date of publication / as specified within the circular for each provision.
Authority: Additional Commissioner of State Excise, Maharashtra State, Mumbai.
Copied To:
- All Deputy Commissioners of State Excise / Divisional Deputy Commissioners
- All Assistant Commissioners of State Excise
- District Superintendents of State Excise and related treasury/account officers across Maharashtra
Note for Compliance: This circular does not amend any specific rule or section of the Bombay Prohibition Act, 1949. It is a procedural/operational circular governing how excise revenue collected via GRAS is to be processed, accounted for, reconciled, and corrected by excise and treasury officers. Licensees are indirectly affected in so far as their e-payments, refund claims, and challan procedures must align with these GRAS protocols.