How to Claim HBA Excess Recovery Refund via BiMS – Full Step-by-Step Guide

🔰 HBA Excess Recovery Refund via BiMS

📌 Step 1 – Govt Order Required

If excess repayment is made under HBA, a government order (GO) is mandatory for refund.
📎 Reference: Govt Letter No.1801957/HBA-1/62/2021/Fin dated 29-09-2021

In usual cases, the Accountant General (AG) verifies and forwards the case to the Finance Department. If AG has not sent the request, the Office Head should send it through the Department Head to Finance.

📌 Step 2 – Deposit Entry via Treasury

Once GO is issued, prepare a covering letter and submit to Treasury along with the order to deposit the amount under:
🔹 Head of Account: 0049-04-900-00-00-00-00-N-V

📌 Step 3 – Verify Deposit Status in BiMS

Login: Clerk (DDO) / Officer (DDO Admin)
Navigation: Left Menu → Report tab → Deposit Report
👉 Fill: Head of Account, From Date, To Date, Source (e.g. Treasury Counter / Transfer Credit / e-Treasury)
📋 Verify deposit details listed such as: Sl No, Treasury, TRN/BRN, Receipt Amt, Balance, Remarks...

🔸 Save or download these details (mandatory for bill preparation).

📌 Step 4 – Prepare Refund Bill in BiMS

BiMS Clerk (DDO) Login

• Menu: Bill Tab → New Bill
• Bill Nature: Select Revenue Refund

a) General Details: Enter the details exactly as per Treasury entry. Save.

b) Claim Details: Enter From/To Dates, Description, GO Number, Date, Amount. Save.

c) Deduction Details: Fill only if deductions are applicable, else skip.

d) Beneficiary Details: Enter bank details of employee. Save and click “Send for Approval”.

BiMS Officer (DDO Admin) Login

• Go to Approval → Bill Approval
• Select bill → Click "Go"
• Connect DSC → Add Remarks → Click Sign & Save
• Then go to Bill → e-Submit to send it to Treasury

📌 Step 5 – Submit Hard Copy to Treasury

After e-submission, submit the printed bill copy and the sanction order (GO) at Treasury for final processing and refund.

⚠️ Ensure all steps and formats are strictly followed to avoid rejection or delays.