Loss of form-c & road permit challan

This query is : Resolved

Querist : Anonymous

Querist : Anonymous (Querist)

21 August 2013 DEAR SIR,

OUR COMPANY SITUATED IN HARYANA AND WE WERE ISSUED FORM-C AND ROAD PERMIT CHALLAN NAMED ST-38 INWARD , BUT SUPPLIERS LOST THE BOTHS FORMS (FORM-C & ROAD PERMIT)IN TRANSIT , THEREFORE PLEASE AWARE US WHAT ACTION TO BE REQUIRED FROM PURCHASER & SUPPLIERS END WITH THE SALES TAX DEPARTMENT TO AVOID OF MISUSE THE FORMS.
WITH REGARDS
VIJAY KUMAR

Querist : Anonymous

Querist : Anonymous (Querist)

24 August 2013 Dear Sirs, please clarify the above query.

Aashok Kumar Sharma

Aashok Kumar Sharma (Expert)
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03 August 2024 If Form C and the road permit challan (ST-38 Inward) are lost, it's crucial to handle the situation properly to avoid potential misuse and to comply with sales tax regulations. Here’s a step-by-step approach for both the purchaser and the supplier to address this issue:

### **For the Purchaser:**

1. **Report the Loss:**
- Immediately notify the Sales Tax Department (now known as the Goods and Services Tax (GST) Department) about the loss of Form C and the road permit challan. Provide details of the transaction, including date, supplier details, and any other relevant information.

2. **File a Police Report:**
- File a First Information Report (FIR) with the local police station regarding the loss of these documents. This helps in documenting the loss and protecting against misuse.

3. **Obtain a Duplicate Form C:**
- Contact the Sales Tax Department and request a duplicate Form C. The department may require a copy of the FIR and other supporting documents before issuing a duplicate.

4. **Maintain Records:**
- Ensure that all records related to the transaction (invoices, purchase orders, and communications with the supplier) are properly maintained to provide evidence of the legitimate transaction.

5. **Internal Controls:**
- Review and strengthen internal controls to prevent future occurrences of loss or misuse of important documents.

### **For the Supplier:**

1. **Notify the Sales Tax Department:**
- The supplier should also report the loss of Form C and road permit challan to the Sales Tax Department. This will help prevent any misuse of the forms and ensure that the department is aware of the issue.

2. **Obtain a Replacement for Road Permit Challan:**
- Contact the relevant department to obtain a duplicate road permit challan. Similar to Form C, the supplier might need to provide evidence of the loss, such as an FIR.

3. **Maintain Records:**
- Keep detailed records of all transactions and communication related to the lost documents. This will assist in resolving any queries or audits from the Sales Tax Department.

4. **Check for Compliance:**
- Ensure that all procedures for handling Form C and road permit challan are followed correctly and comply with the latest regulations.

### **Preventive Measures and Follow-Up:**

1. **Document the Process:**
- Keep a record of all correspondence with the Sales Tax Department, including FIR details and requests for duplicate documents.

2. **Follow Up:**
- Regularly follow up with the Sales Tax Department to ensure that the duplicate documents are issued and that no misuse of the lost forms occurs.

3. **Legal Advice:**
- Consider seeking legal advice to address any potential legal implications of the loss and to ensure compliance with the regulatory requirements.

4. **Training and Awareness:**
- Conduct training for employees on the importance of handling such documents carefully and the procedures to follow in case of loss.

By taking these steps, you can mitigate the risks associated with the loss of Form C and road permit challan, and ensure that the transaction remains compliant with sales tax regulations.

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