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7/29/2019 Guidelines to HOD / Principal Investigators for Expenditure
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HEADS OF DEPARTMENT/ PRINCIPAL INVESTIGATORS FOR
~EfPENbITURE~ : ,9~~~- ~
1. At thebeginning of the financial yearthe departments will beprovided with a copy of the
budget estimates. "
2. The availability of funds will be shown in the budget estimate and Head of the
Department will ensure whether there is any cut made in theproposed budget heads.
3. As a matter of pre-caution, certain payment of funds (to be decided by Head of the
Departments) has to be set apart to meet any exigency that may arise due to paucity of
funds.
ONE TIME ADMINISTRATIvE AND TECHNICAL SANCTION:-
4. The sanction for purch~e and payments for the whole year should be obtained from
competent authorities at the beginning and the payments are to be made accordingly.
One time administrative and technical sanction for the various items to be purchasedshould beobtained at the beginning of the financial year.
5. The Finance Officer will transfer an amount of 20% of the budgeted amount to the
Savings Bank Account-with-the State bank of Travancore, opened in the official name of
theHead of the Department.
6. In the case of Principal Investigators, the Finance Officer will transfer an amount of 80%
of the grant released by the funding agency to the Savings Bank Account with the State
bank of Travancore, opened in the official name of the Principal Investigator.
7. The Head of the Department/ Principal Investigator may make purchase of items for
which one time sanction is obtained, as and when needed; byobeying the purchase rules/
financial rules/Statutes' in this regard. The responsibly of ensuring that right modalities
arefollowed should rest with theHead of theDepartment/Principal Investigator.
8. After purchase of the items, the bills are to bepaid and forwarded monthly for pre-audit.
The Finance branch will audit the bills, verify the accounts and financial adjustment for
theexpenditure will be issued within 15days of receipt.
7/29/2019 Guidelines to HOD / Principal Investigators for Expenditure
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9. Proper stock Register should be maintained by the Head of the Departments/Principal
Investigators and detailed stock entry showing folio number, item number etc., of the
stock register and certific~te of purchase should be shown on the back of the bills for
stock verification, with the signature "andseal of the Head ofthe Department. The office
copies of the bills etc should be kept in the office not only for the audit but for the legal
immunity of the person ~ho had made the purchased.
10. Annual stock verification· should also beconducted on a regular basis. Along with the last
bill the unspent amount may betransferred to the Finance Officer.
11. An expenditure statement sowing "amount received, expended and the balance may be
submitted to Finance Officer at the end of every quarter. Additional fund may be sought
as and when required. .
12.By the end of December, after taking stock of expenditure, additional proposal for
utilization of the balan~e amount may be submitted, sanction obtained, expenditure
incurred and bills submitted by 31st March.
UTILI SATlON CERTIFICATE
12. In the case of various research projects, Utilization Certificates may be arranged by the
HOD/PI from qualified Chartered Accountant (as per guidelines issued separately) for the
purpose of getting release ofthe further installments from funding agencies, if required.
The HOD/PI should see that the Utilization Certificates are submitted to the funding
agency well in time and take appropriate action to get the release of the balance amount.. .
13.The entire responsibility With respect to fund-use as per rules, purchase as per rules,
settling accounts as per rules, arranging auditing if necessary with Chartered Accountant
Financial progress reporting, technical progress reporting, Annual reports, Research
reports and Maintenance of proper accounts and obtaining the"technical objectives till the
end of the projects is with Head of the Departments/Principal" Investigator. The
technical responsibility of expenditure will be with the Director of Research and the
financial responsibility wit! bewith t~eFinance Officer.
VICE CHANCELLOR
7/29/2019 Guidelines to HOD / Principal Investigators for Expenditure
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LJGCAllocation Durinq XI Plan
Allocation Spent Upto 30-03-2011 Balance to be Spent
[Description Equip Books EQuIp Books Equip Books
~istorx 500000 250000 96211 121515 403789 128485
Enqlish 300000 250000 14968 3 171124 150317 7887 6
Mal1lYaiam 100000 250000 50000 170 740 50 000 79 26 0
Hindi 10 0000 250000 46170 161268 53830 8873 2
philosophy . 300000 250006 149559 171513 15044 1 78487
Arabic 300000 250000 149950 171444 1500 50 78556
Sanskrit 40000 0 i50000 199989 17 1071 200011 78 929
Russ ian 400000 200000 19 6735 170718 2032 65 29282
Chemistry 25 0000 0 250000 1247 96 0 208 399 1252040 41601
Botany 3000000 250000 159 111 1 20890 4 1408889 41096
Zooloov 1500000 250000 909053 209 223 590947 -: 40 77 7
P hysics 7500000 25000 0 449 1609 19 9912 3008391 V 50 088
Maths 1200000 250000 599235 209 89 7 60 0765 4010 3
S tatistics 500000 250000 249 400 209966 25 060 0 40 034
Life Sciences 1500000 2500 00 127 5911 2067 08 224 089 43292
Bio-technoloqy 2000000 25 00 00 999390 15956 0 1000610 9044 0
Commerce 500000 25 0000 244000 209457 256000 4054 3
Education 1500000 2500 00 743881 171373 75 611 9 78627
'P hysical Education 1500000 250000 50000 109953 1450000 140047
P sycoloqy 500000 250000 3696 75 209999 D0325 40001
J ournalism 15 00 000 25 0000 748437 209410 75 1563 4059 0
Librarv Sc ience 500000 250000 244600 171486 25540 0 78 514
Women Studies 1000000 25 000 0 46 7941 148968 532059 101032
Nano Technoloqy 3000000 25000 0 2561473 20 2782 438527 472 18
Computer S cience 1000000 25 0000 489500 64038 51 0500 185 962
Folklore 500000 250000 24 93 30 197919 250 67 0 52081
Drama 500000 250000 249 88 0 171038 250120 78962
Economics 1200000 250000 5846 37 170415 61 5363 79 585
West Asian S tudies 250000 171 50 1 0 78499
Nitroqen Plant 4000000 3245862 754138 0
lCT Auqmentation 1000000 996785 3215 0
HealthCentre Euo 1500000 138716 136 128 4 0
Diqital Resources Centre-CHMK 1500000 148 55 20 ' 1448 0 0
CHM K Books 3500000 28295 34 0 6704 66
S tudy Centre 50000 50000 0 0
0 0
0 0
Total 43300000 10750000 25272203 8009835 18027797 2740165
Buildinqs! Construction
Allocation Spent Upto 30-03-2011
Ladies Hostel - TCR 500000. 0 5989558 - 9895 58
Socia l Sc iences Block 8000000 8000000 0
Science Block- 15 00 00 00 MS 18000000 2991713 15008287
Guesthouse -Modernisation 1000000 1131748 - 13174 8
Womens Hostel-Campus 2500000 13 32175 11 67 82 5
HealthCentre 2000000 19 5897 9 41 021
New W.Hostel M.S 1. 0000 000 13 0436 6 8695634
Rain Water Harvestinq 1500000 1500000
Basic Facilities for Women-MS 5000000 4928023 71 977
0
Total 53000000 27636562 25363438
Merqed Schemes(Excl. Constructions)
Allocation Spent Upto 30-03-2011
Travel Grant 4000000 427 939 35 72 061
Seminars 25 00000 1114661 138 5339
Publica\:tlrr 2500000 458351 2041649
Vis itinq P rofessor 2000000 91 87 63 1081237
oavsare Centre 500000 250000 250000
Faculty Improvement P rocrarn 2000 00 0 2000000
Equal Oportunity Cell . 200000 200000
SC /ST/OBC Coachinq 3600000 1500000 2100000
Career councellino 2700000 432761 22 67239
Visually impaired 36000 36000
Adventure sports MS 5000000 975000 40 25 00 0
Total 25036000 0 6077475 0 0 18958525
IOAC 500000 89122 410878
Grant Total 121836000 10750000 59075362 8009835 18438675 47062128
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