Professional Documents
Culture Documents
The Finance Department (Government of Karnataka) has embarked upon the `Project Khajane-
II` with a vision to integrate and automate all Financial Operations of the Government of
Karnataka. Khajane-II will provide a common platform for all the internal and external
stakeholders namely state government departments, RBI, AG Office, Banks, Post offices,
CPSMS, HRMS, DSSP, etc to integrate.
DDOs are internal stakeholders and play a major role in K II. DDO has to undertake certain
preparatory activities and register himself to be able to operate.
The preparatory activities to be taken up by the DDO are:
1. Identify and furnish information to register Maker, Checker, Approver and
Messenger
DDO and his staff who perform various financial transaction related activities pertaining to bills,
receipts, deposits, reports, etc need to be registered users of K II. Each registered user is
assigned a role based on his post.
All the activities in K II flow through a hierarchical pattern of three levels - Maker (creator),
Checker (scrutinizer) and Approver. The staff who assist the DDO in various K II activities are
known as supporting staff. The Supporting staff are Maker, Checker and two messengers.
Users should primarily register themselves against their original posts where they hold their lien.
This is the primary registration of an employee.
The DDO activities to register the User and assign roles are:
a. Treasury will issue a Field Office-Post Role mapping data sheet to the DDO of the
Field Office to collect the details of the users
b. Identify the users to performed the roles of Maker (creator) of the bill, Checker
(scrutinizer), and two messengers
c. Provide the details for Field Office-Post Role mapping.
d. DDO will provide personal information of each user in Form R1 and Form R2 with
his/her photograph.
2. Registration on K II
The registration of K II Users is done by the Treasury Officer at District Treasury/Sub Treasury.
The DDO, his supporting staff and the messengers should be physically present at the treasury
for registration process. The Field Office-Post Role mapping data sheet, R1 and R2 forms of the
DDO and supporting staff should be submitted to the Treasury Officer.
The registration is done in the following steps
a. Treasury officer will fetch the employee and post details from HRMS for registration
of each user
b. He will also capture the details as furnished in R1 and R2 format and approve the
details in K II.
c. On successful registration of an employee, KGID will be the username and default
password will be provided to the employee.
d. The registered user will receive the password on their registered mobile of e-mail.
e. The user has to change the password thereafter.
5. DSC enrollment
DSC enrollment is a process of mapping the DSC to the KGID of the user. DSC once issued
can be used by the users wherever he is transferred.
a. After procurement of DSC the DDO users will be notified by the treasury.
b. DSC of the DDO users will be mapped to the KGID of the respective employees in
K II at the Treasury
c. DSC will be issued at the Treasury after the process of enrollment.
d. The users should be present for acknowledging the DSC in the K II system
6. Staff strength
Sanctioned strength is the total number of employees, cadre wise as authorized by the
Accountant General or the Chief Executive Officer of Zilla Panchayat upon creation of a
new DDO. The details of the DDO establishment are maintained in the K II as
prescribed in Art. 93(4) of KTC and Register KTC 19.
Establishments are sections created for the purpose of audit and the preparation of pay
bills. Gazetted officers and Non-Gazetted staff are grouped under separate establishments
as per Art 80(a) of KFC. Each establishment is uniquely numbered as Est 1, Est 2, etc.
Salary and related claims of Gazetted officers and Non-Gazetted staff are drawn in
separate bills. The claims on expenditure of Gazetted officers and Non-Gazetted staff is
booked under separate object heads 002 - Pay of Officers and 003- Pay of Staff. Officers.
DDO should create separate establishments for Gazzetted and Non-Gazetted staff.
The establishment wise staff strength is furnished by the DDO during the registration
process. The same details are entered in HRMS as well. The establishment wise staff
strength details should be the same in K II and HRMS.
Establishments can be permanent or temporary. Temporary establishment have a currency
specifying the period up to which it can work. After the expiry of the sanctioned period it
has to be renewed by the Government for continuance.
If the establishment is Temporary DDO has to provide the details of the currency of
establishment. Currency of establishment is the period up to which the DDO is authorized
to draw establishment bills.
The following checks to be ensured while furnishing the staff strength details to K II.
a. Staff strength should be provided for the entire sanctioned strength establishment
wise. It should not be provided for the present working strength only.
b. Staff strength detail is furnished as number of employees against the pay scales
applicable to the employee.
c. If the DDO operates more than one budget line the staff strength should be captured
separately against each budget line.
d. Gazetted officers should be identified as Gazetted officers in HRMS by keying in the
AG Code found on the pay slip issued to the officer by the Accountant General.
e. The unit number in HRMS and establishment number in K II should the same for
Gazetted and Non-Gazetted establishment
f. If the establishment type is Temporary, the currency of the establishment should be
provided.
g. DDO should provide Staff strength details in the format shared below.
8. Recipient registration
It is necessary for the people who receive payment from Khajane-II system to be registered
as Recipient in K II. DDO should register the recipients to whom he is making payment
from K II.
The details required for recipient registration are:
a. Recipient should mandatorily have any one of the following IDs: UIDAI, PAN
Number, Department Specific ID or other identification.
b. Recipient should compulsorily provide the following four fields: Bank account
number, Bank Account Type, IFSC and MICR code for e-payments.
The following instructions should be followed during recipient registration
a. The Recipient type for a Government employee is 27 and all employees in the DDO
office should be registered as recipients under this type.
b. The name of the recipient should be as in the bank passbook.
c. No special characters should be used.
d. A recipient can have only one bank account number registered with the DDO and in
Khajane-II system at any time.
e. No special characters should be used including a full stop, comma or an apostrophe.
f. The type of account should be carefully chosen- savings or current
g. Special characters - . , / - _ ? -etc should not be used while entering the account number.
h. If the account number is 106-02-031 it should be entered as 10602031. If the account
number is 785/456-521 the number should be entered as 785456521
DDO has to carry out the following activities after the registration of the recipient.
a. After the registration process the Khajane-II system will generate the mandate prescribed
by the RBI for the recipients who wish to receive the payments in e-mode
(ECS/NEFT/RTGS). The mandate has to be printed in two copies by the creator and
then physically signed by the recipient.
b. One copy has to be provided to the Recipient and other copy should be retained in the
office of the creator.
c. Once the mandate is generated, the creator has to confirm in the system that the mandate
has been obtained.
d. On confirmation, system will generate the Recipient Id to uniquely identify the Recipient.
This recipient ID has to be note on the mandated printed.
e. If an employee with a Recipient ID is transferred from another office he should be
checked out and checked in the new office in K II.
DDO should register the recipients other than Government employees to whom he is
making payment in K II. The recipients should be registered under the recipient type they
belong to.
The most commonly used recipient types are
9. Secondary mapping
Secondary mapping is a process of mapping an employee kept in additional charge to the
additional post along with his primary post. The mapping is required when a DDO is transferred
and another DDO is kept in additional charge. The DDO in additional charge will perform the K
II activities of both his own office as well as of the additional charge. Secondary mapping is done
by the Treasury Officer upon the request of the DDO.
Similarly an FDA, SDA or a Superintendent can also be kept in additional charge. A secondary
mapping is done for such employees.
The conditions for Secondary mapping are:
a. A DDO deputed to hold charge in another DDO office should be registered in his
primary post.
b. He can request the Treasury officer for a secondary mapping of the DDO post he is
holding additional charge.
c. He can use the same DSC in both the offices.
d. The request for Secondary role mapping should be supported by an order issued
from competent authority.
b. DSC enrollment
i. DSC must be procured for all the users.
ii. DSC must be enrolled by the Treasury officer and acknowledged in K II by the
DSC users.
c. Biometric registration
i. The biometric of the user should be mapped to his KGID number
f. Recipient registration
i. All the employees in the DDO office should have been registered as recipients.
ii. The recipients created should have been approved.
g. Staff strength
i. The staff strength details should be shared with the treasury along with
establishment details
ii. The establishment details should be provided separately for Gazetted and Non-
Gazetted establishments
iii. DDO should uniquely identify the Gazetted officers by entering the AG code in
HRMS
iv. The Unit numbers in HRMS and the Establishment numbers in K II should be
the same.
b. DSC enrollment
i. DSC must be procured for all the users.
ii. DSC must be enrolled by the Treasury officer and acknowledged in K II by the DSC
users.
c. Biometric registration
i. The biometric of the user should be mapped to his KGID number
Administrative Department
Directorate
Budget Office
Field Office Level
GO Order No
Address Details
PINCODE
Area
Village Town
Pre-Populated in K II
District
Linked Treasury Name
Field Office Details
Address line 1
Address line 2
Phone Number -
Fax number
e-mail ID
DDO details
TAN Number
NPS DDO Registration number
Imprest amount
DDO Code of CO mapped to DDO
FORM -R1
New OR Change Request (Please tick as appropriate)
In case of change request please tick the box in the left margin where change / correction is required
and provide details in the corresponding row.
(To be furnished to Treasury Officer for Registration of Government Servant in Khajane II)
1. Name of Government
Servant (in capital letters): Sri/Ms/Dr
9. Email ID:
10. Date of Joining into Government Service
11. Specimen Signatures:
Declaration: I hereby declare that the particulars furnished above are true and correct and I
undertake to inform you of any changes therein immediately. In case any information is found
to be false or untrue or misleading or misrepresenting, I am aware that I may be held liable
for it.
Date: ____/_____/________ Signature of the Government Servant
For The Use of Drawing & Disbursing Officer Only
Name of DrawingOfficer:
Designation:
Date: _____/____/________ Signature
Form - R 2
KHAJANE II
Department of Treasuries
Certificate of Posting
(To be furnished (in original) to Treasury Officer for registration in Khajane II in case
the government servant in unable to provide copy of Government Order for posting in
the present post)