PROJECT FINANCIAL MANAGEMENT · The ERP of DDU-GKY will contain the accounting package where the PIAs will have dedicated accounts. The PIAs have to maintain their accounting system

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USER GUIDE

FOR

PROJECT FINANCIAL MANAGEMENT [PHASE – 1 (includes set-up and entitlements)]

(V1.0)

in

MRIGS (Monitoring and Regulation for Improved Governance of Skill Development)

Powered by Hard Shell Technologies (P) Ltd.

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Contents

VersionControl..................................................................................................................................3

A.PROJECTFINANCIALMANAGEMENT...............................................................................................4

B.PROJECTACCOUNTINGFRAMEWORK.............................................................................................5

C.CAUTIONBEFOREYOUPROCEED!!.................................................................................................7

D.BRIEFDESCRIPTIONOFPHASE1MODULES....................................................................................8

E.MODULEDEPENDENCIES................................................................................................................9

1.AllocatedBankAccount................................................................................................................10

2.AuditorRegistration.....................................................................................................................11

3.AuditorAppointment...................................................................................................................12

4.ExecutiveSalary............................................................................................................................14

5.ProjectAssignment.......................................................................................................................16

6.VendorRegistration......................................................................................................................18

7.VoucherGeneration.....................................................................................................................20

A. FoodandTo&FroVoucher......................................................................................................21

B. PostPlacementSupportVoucher.............................................................................................23

C. ExecutiveSalaryVoucher..........................................................................................................26

8. VoucherSettlement..................................................................................................................29

A. SettleVoucher...........................................................................................................................30

B. CancelVoucher..........................................................................................................................33

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VERSION CONTROL

Sr

No

Version

No

Date of Release Remarks

1 Ver1.0 21-April-2017 First Release with creation of user masters and voucher generation of entitlements (Food and To & Fro Expenses, Post Placement Support (PPS) and salry payable to executives, Settlement of Vouchers generated and facilitating print of vouchers.

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A. PROJECT FINANCIAL MANAGEMENT

The OBJECTIVE The Objective of the Project financial management is to

1. Provide the financial platform as envisaged in DDU-GKY Guidelines 2. Generate Monthly Financial reports as prescribed in SOP Part 2. 3. Generate UC for Instalment release 4. Generate E2, E4 and E8 to trigger release of instalments on achievement of physical and

financial milestones of the project 5. Enable concurrent financial monitoring as prescribed in SOP/ Guidelines

DDU- GKY Guidelines provides at page 26 as below: “3.2.1.7 Monitoring and Evaluation Concurrent Evaluation (v) . . . During the physical check of accounts, the financial pass through to the beneficiaries such as a) The food and transportation allowances, b) Post Placement allowances c) Payment to trainers, master trainers and Q team members will only be verified. . . . The ERP of DDU-GKY will contain the accounting package where the PIAs will have dedicated accounts. The PIAs have to maintain their accounting system within the dedicated accounts. The PIAs will also have to upload their vouchers in their accounts.” The Project Financial Management process includes the following:

1. Basic Financial set-up in compliance to SOP/ Guidelines 2. Calculation of Entitlement (Voucher Generation) and recording payments (voucher

Settlements) 3. Calculation of salaries and payment of salaries 4. Creation of assets out of project funds and payment thereof 5. Recording other expenditure and payments 6. Recording Receipts (from sources other than instalment release) and return of loans 7. All other activities that may be required for capturing financial transactions through project

account or those transactions which have been booked in the project.

The PHASE 1 contains the following functions 1. Declaration of Internal and periodical auditors for each project 2. Declaration of Allocated Bank Account (also called as Head Office Account) for payment of

shared expenses 3. Assignment of executives to Projects. 4. Generating vouchers for Food and To & Fro Expenses 5. Generating Vouchers for Post Placement Support for all eligible candidates 6. Generating Salary Vouchers 7. Settlement of all the three vouchers (Food and To & Fro Expenses, Post Placement Support

and Salaries which are booked to Project Funds) 8. Printing of vouchers (all three type of vouchers) 9. Creation of vendors (other than beneficiaries and staff deployed in a project and being paid

from the project funds)

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B. PROJECT ACCOUNTING FRAMEWORK

Process Group

Sub-group Module Name Launch Phase

Project Management

Masers 1. Executive Salary Phase 1 2. Project Assignment Phase 1 3. Project Update (for

release of instalments) Already live

Financial Management

Masters 4. Auditor Registration Phase 1 5. Auditor Appointment Phase 1 6. Allocated Bank Account Phase 1 7. Vendor Registration Phase 1

Closing Balance

8 Opening Bank Balance Phase 3 9 Closing Bank Balance Phase 3 10. Closing Liabilities Phase 3 11. Closing Current Assets

(Advances & Security Deposits)

Phase 3

12. Closing Receipt & Payment

Phase 3

13. Closing Income & Expenditure

Phase 3

Entitlements 14. Entitlement Voucher Generation

Phase 1

15. Entitlement Voucher Settlement

Phase 1

16. Entitlement Voucher Print Phase 1 Inventory 17. Creation & Classification

of Assets Phase 2

18. Changing the Assets Classification

Phase 2

19. Inventory Transfer) Phase 2 Receipt 20. Receipt Phase 2

21. Transfer of funds from Allocated Expense A/c

Phase 2

22. Recovery of Advances/ Security Deposits

Phase 2

Expenditure 23. Acquisition of assets Phase 2 24. Expenditure Booking Phase 2

Payments 25. Payment of Bills/ Vouchers

Phase 2

26. Advances and Security Deposit

Phase 2

27. Payment of Statutory Dues

Phase 2

28. Transfer of funds to Allocated Expense A/c

Phase 2

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29. Return of Loans taken for the project

Phase 2

Adjustments 30. Reversal of Bank Transactions

Phase 2

31. Cancellation/ Adjustment of Expenditure Vouchers

Phase 2

32. Adjustment of Security Deposit

Phase 2

33 Adjustment of Advances (Internal Vendors)

Phase 2

Monitoring Compliances 34 Approval of Fixed Assets Phase 2 35 Monthly Progress Report Phase 3

Fund Release Fund Release 36 E2/ E4/ E8 alerts/ Reports Phase 3 37 Utilization Certificate Phase 3 38 Income & Expenditure

Statement Phase 3

39 Receipt & Payment Statement

Phase 3

40 Balance Sheet Phase 3

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C. CAUTION BEFORE YOU PROCEED!!

1. DISCLAIMER – The modules provided relate to transactions that take

place and do not restrict only to DDU-GKY guidelines. Any deviation in

transactionsshallbetreatedbymonitoringagenciesinaccordancetothe

provisions of the guidelines and/ or SOP. Therefore, the transactions

recorded may not be validated by the guidelines and should not be

claimed to be prescribed by MRIGS. The functionalities have been

provided to capture all transactions, whether valid or invalid. The

provisionofAllocatedBankAccount(alsocalledasHeadOfficeAccount)

ismadeinthisreferenceonlyandisnotprescribedbyMRIGSaspolicy.

2. Performer – A specific role has been created for project financialmanagementwhichwillberequiredtobeassignedtospecificuserswho

are intended to manage the project financials. The role name is “PIA

Financials”.Theremayberequirementof2usersforsomefunctions.

3. The finance team SHOULD NOT generate the voucher, if the datareflected inMRIGS isnot validatedbyPIAOps for completeness forabatch/themonthorasapplicable.

4. FoodandTo&FroVoucherGeneration-Ensurethatattendanceofthecandidatesandhasbeencorrectlyuploadedbeforegeneratingvouchers

for Food and To & Fro expenses. Once a single Voucher has been

generated and settled for a batch, attendance cannot be changed.

Therefore, if there is a discrepancy in attendance of a batch, use the

attendancedeletion

5. PPSVoucherGeneration -Ensure that Trackingof candidateshasbeencompleted in the MRIGS for all placed candidates. The system will

generate voucher as mandated in the SOP only for the candidates

markedasB1.

6. Salaries – Salary vouchers can be generated for only those executiveswhose profile has been created and assigned to a project/ multiple

projects.

7. Settlement (Payment) of vouchers – Only vouchers that have beengeneratedcanbesettled(paid/unpaid/cancelled)

8. DeletionofVouchers–Novouchercanbedeletedoncegenerated.Thevouchers can only be cancelledwhichwill nullify the transaction but a

trailwillbemaintainedforvouchersgenerated

9. Logincredentialsarecapturedinthesystemforeachactionperformed.

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D. BRIEF DESCRIPTION OF PHASE 1 MODULES

1. Allocate Bank A/c – Mapping of Allocated Bank a/c (HO Account) as the SOP provides for payment of certain expenses which are shared by more than one project. This is also provided to include any payment that is not made from project account, even by mistake, but has booked under project expenditure.

2. Auditor Registration - global registration of CA. This can be later validated through the database of ICAI.

3. Auditor Appointment– This is in line with SOP which defines that the PIA should submit joint declaration for appointment of CA as internal auditor, annual auditor or both.

4. Executive Salary – for defining salary of Trainers/ Q Team members as policy requires monitoring of salaries payable and paid to Trainers/ Q Team members. Salaries of other executives are also required to be defined as all payments are to be made through PFMS which implies that salaries of each personnel deployed in a project should be defined though CTSAs/ TSAs/ SSMs may not monitor these payments.

5. Project Assignment – is assignment of executive (employees of the PIA) to a project or projects, in case of shared staff. Any executive, who has not been assigned to a project or whose bank account number is not furnished, cannot be paid through project funds.

6. Vendor Registration – Registration of vendors whom are to be paid against supplies/ services, a normal requirement for any accounting package. The account number of the vendor will also be required in addition to one registration number of the vendor for creating unique vendors in the system. Bank A/c number is also mandatory in PFMS.

7. Voucher Generation – has covered 3 procedures

a. Food and To & Fro Expenses – the outstanding Food and To & Fro Expenses payable to a candidate is generated by the system based on attendance reported for the batch/ candidate. Once a voucher has been generated and settled as paid, attendance cannot be corrected for the candidate. The outstanding is calculated by the system and the user has no role and cannot change the figures.

b. Post Placement Support – the outstanding of PPS payable to candidates is generated based on tracking reported by PIAs for a candidate. The user has no role in calculating the outstanding. The calculation is as per SOP and is done on advance basis as prescribed in the SOP.

c. Salary to Executive – all executives have been included though agencies may monitor only Trainers/ Q Team members. All have been included as the PIA pays from the project funds and the same is required to be recorded

8. Voucher Settlement – after generating voucher for each category of the vouchers, the settlement of vouchers is recorded. It allows for complete flexibility in settlement. Any unsettled amount is considered as liability and carried forward in the next voucher. When integrated with PFMS/ JIT, this will become a view only module.

9. Voucher Printing – all settled our outstanding vouchers can be printed with status of each candidate in the voucher

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E. MODULE DEPENDENCIES

The dependencies of the modules of Project Accounting/ Financial Management is illustrated as below:

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1. ALLOCATED BANK ACCOUNT

Purpose: To capture transactions which have been carried from accounts other than Project Account. These may or may not relate to shared expenses as provided in the SOP Part II. Mapping the Allocated Bank Account does not validate the acts of the PIAs but it is only to record the transactions that has been carried out and booked to Project Funds. Follow the following steps: 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->AllocateBankAccount

3. Recordthedetailsasshowninthescreenbelow

You can add more accounts by recording new bank details and clicking on “add Account” To activate an already mapped account which was inactivated due to new bank account, fill the details and you will be guided to activate the existing account. Only one Bank Account is active any given point of time. If you do not map the active bank account to be used as Allocated Bank Account, you may not be able to record the expenditure/ payments made in the account and thus may result in mismatch of income/ expenditure and/or receipts/ payment statement.

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2. AUDITOR REGISTRATION

Process Overview

Process Group Financial Management

Process Name Auditor Registration Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Finance Team Nature of Process Data Entry Recurrence Once by any PIA. Process Predecessor NIL Process Successor Auditor Appointment

Input and Outputs

Input (s) Auditor details From PIA Finance Team Output (s) Auditor report To PIA, CTSA/ SSM, MoRD, MRIGS

online portal DESCRIPTION ON USAGE OF THE PROCEDURE 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->AuditorRegistration


Step 1 – Click on ADD to register details of the Auditor Firm

If auditor Firm is already registered in the MRIGS, the details will be populated and will not be allowed to be resubmitted. This function is a global function and an Auditor Firm can be registered only once in the system. Step 2 – When the details of the audit firm is submitted, another window below the same page will open for adding the details of the members of the Auditor firm. Record the details of each member of the Auditor Firm. If already exits, ignore the data entry. The screen is as shown below:

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3. AUDITOR APPOINTMENT

Process Overview


Process Name Auditor Appointment Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Finance Team Nature of Process Data Entry Recurrence Once by any PIA for a project or when there is a change in auditor(s) Process Predecessor Auditor Registration Process Successor Monthly Financial Report

Input and Outputs

Input (s) Appointment of auditors From PIA Finance Team Output (s) Auditor Appointment report To PIA, CTSA/ SSM, MoRD, MRIGS

online portal DESCRIPTION ON USAGE OF THE PROCEDURE 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->Appointment


Step 1 – Click on ADD to proceed with the appointment of auditors Step 2 – navigate through Scheme -> Project State -> Sanction Order No Step 3 – Search the auditor by typing a few words of audit firm’s name Step 4 – Click on Proceed and the page opens up with the details of the auditor Step 5 – Select the member of the Auditor Firm which has been appointed for the project Step 6 – Record Effective from/ Effective to/ Role – Internal and/ or Annual Auditor Step 7 – Upload the Joint declaration Step 8 – Submit the form. Step 9 - To Edit the auditor appointment, click on the pencil button to open the data submitted in edit mode.

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4. EXECUTIVE SALARY

Process Overview

Process Group Project Management

Process Name Executive Salary Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Operations Team Nature of Process Data Entry Recurrence Once for an executive and whenever there are changes in salary Process Predecessor HR Profile Registration Process Successor Project Assignment

Input and Outputs

Input (s) Defining salary components of executives who are paid from projects

From PIA Finance Team

Output (s) Salary payable to executives who are paid from project(s)

To PIA, CTSA/ SSM, MoRD, MRIGS online portal

STEPS IN USAGE OF THE PROCEDURE 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->ExecutiveSalary

3. Selecttheoptionemployed/terminated(inthesystem)andProfiletype,thelistofexecutivesis

displayedasbelow:

4. Clickonpenciltoopentheexecutivedetails

5. Toaddsalarystructure,clickon“AddSalary”andtoupdateBankAccount,clickon“AddBank

Account”

6. Thenextscreenopensuptorecordthesalarystructure.Thescreenisshowninthenext

page.

7. Thereisno“Saveasdraft”functionandcareshouldbetakenwhilesubmittingtheform.

8. Eachtime,newsalary/bankaccountisadded,itisreflectedintherecord.

9. Onlythelastbankaccountaddedisactiveforpaymentofsalaries.

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10. Withoutdefiningsalaryandaddingbankaccount,theexecutivewillnotbeavailableforassignmenttoaproject.

11. IfbankaccountwasmentionedduringHRProfileregistrationandhasnotchanged,itwillnotberequiredtobeaddedagain.

12. Allexecutives,irrespectiveoftheirdesignation,ifbeingpaidfromanyprojectfunds–eitherthroughprojectaccountorallocatedbankaccount–willberequiredtobeassignedtotheconcernedprojectsinwhichtheirsalarypaymentisbeingbooked.

13. CalculationofNetPay(CashinHand)andCTCa. CashinHandissumofsalarycomponentLESSEmployeeDeductionsb. CTCissumofSalaryComponentsPLUSEmployerContributions.

14. DONOTreducethesalarycomponentbasedonoperations,i.e.,attendanceoranyadvancethatmayhavebeengiventotheExecutive(s).ThisispurelybasedontheofferletteroftheExecutives.

15. OtherDeductionsunderemployeedeductionsissumofalldeductionsotherthanthecomponentsmentionedinthedeductionssub-head.

16. Othercontributionsunderemployercontributionissumofallcontributionsotherthanthecomponentsmentionedinthecontributionsub-head.

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5. PROJECT ASSIGNMENT

Process Overview

Process Group Project Management

Process Name Project Assignment Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Operations Team Nature of Process Data Entry Recurrence Once for an executive and whenever there change in assignment Process Predecessor Executive Salary Process Successor Voucher Generation - Salary

Input and Outputs

Input (s) Assigning executives to project(s) From PIA Finance Team Output (s) Report on executives deployed in

different project(s) or an executive deployed on multiple projects


DESCRIPTION ON USAGE OF THE PROCEDURE 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->ProjectAssignment

3. Thelistofexecutivesforwhomsalaryhasbeendefinedandbankaccounthasbeendeclared,is

displayedasbelow:

4. Clickonpencilbuttontoopenassignmentpageasshowninthenextscreen

5. Selecttheproject,andthedetailsoftheprojectaredisplayed.

6. Recordeffectivefromdateofassignment,effectivetodateofassignmentandoneoftheroles

frompredefinedparameters

7. IFyouthinkafewrolesarealsorequired,postaticketforaddingthoserolesforselection.

8. Clickonlenstochecktheprojectsandrolesassignedtoexecutives.

9. TakecautiontoensurethattheassignmentsarewithintheprovisionsgiveninSOP.

10. Clickonsubmitbuttontorecordyourassignment.

11. Formultipleassignments,repeattheprocessofassignment.

12. Anexecutivecannotbegivenmultipleroleinthesameproject.

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when pencil/ lens icon is clicked, the following screen appears in edit/ view mode based on selection of the function.

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6. VENDOR REGISTRATION

Process Overview


Process Name Vendor Registration Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Finance Team Nature of Process Data Entry Recurrence Once for vendor and whenever there is a change in bank account Exclusion Executives of PIA deployed in the project, CTSAs, TSAs and

beneficiaries are excluded from vendor registration as they are mapped through different procedures.

Process Predecessor Nil Process Successor Expenditure Booking

Input and Outputs

Input (s) Recording Vendor details From PIA Finance Team Output (s) Database of universal vendors

across the scheme. To PIA, CTSA/ SSM, MoRD,

MRIGS online portal DESCRIPTION ON USAGE OF THE PROCEDURE 1. LoginfromtheusercredentialswithFinanceRoleassigned

2. NavigateFinancialManagement->VendorRegistration

3. Thewindowasshownbelowopensup:

4. Firstsearchavendorbasedon4parameters,eitheroneorincombination

5. Ifvendordoesnotexist,clickonADDvendorwhichopensupvendorregistrationform

6. Vendor registration is a globalmodule and a vendor can be registered by a user only

once.

7. Changeinbankaccountofthevendorispermitted

8. Exclusion:ExecutivesofPIAdeployed in theproject,CTSAs,TSAsandbeneficiariesare

excludedfromvendorregistrationastheyaremappedthroughdifferentprocedures.All

personswho have given loan or have received amount from project funds should be

mappedasvendors.

9. MandatoryParameterinVendorRegistration:

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a. For creating unique vendors, PAN has been made mandatory. Other

registrationdetailshavebeennon-mandatoryduediversityinlegalnatureof

vendors

b. Onebankaccounthasbeenmademandatoryasitisalsorequiredformapping

inPFMS.

c. Ifyouhavetransferred/intendtopayinotherbankaccount,thebankaccount

willberequiredtobemappedtothespecificvendor.

10. Clickonsubmittosubmittheformincaseofnewvendororadditionofbankdetails.

A vendor once created cannot be modified by any user, hence, extreme caution

should be taken while submitting the form.

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7. VOUCHER GENERATION

Process Overview


Process Name Voucher Generation Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Finance Team Nature of Process Data Entry Recurrence As and when required by the Guidelines/ SOP Process Predecessor Depending on the type of voucher Process Successor Voucher Settlement

Input and Outputs

Input (s) Date of voucher generation for entitlements expenditure booked under a project


Output (s) Generation of entitlement vouchers for payment (settlement)


Nature: The nature of module is Expenditure booking on account of three types of expenses

a. Food and To & Fro Expenses b. Post Placement Support c. Executive Salary Payments

Restriction

1. Unless a voucher generated for Food and To & Fro expenses for a given batch has been settled/ cancelled, next voucher cannot be generated.

2. Unless a voucher generated for PPS for a month has been settled, next voucher cannot be generated

3. Unless a voucher generated for Executive Salary for a month has been settled, next voucher cannot be generated

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A. FOOD AND TO & FRO VOUCHER

1. Navigate till batch level

2. Click on search

3. The details of the batch will be displayed

4. Select the Account from which the voucher will be settled – Project Account (dedicated account) or Allocated Expense Account – radio button. This is not a policy mandate but only to facilitate recording of the actual transaction that might have taken place.

5. Input “Payment Till Date” – being the date up to which payment is to be made from the date of commencement of the batch

6. Input “Voucher Date” – being date of the voucher generation.

7. The voucher generation date should not be less than the “Payment Till Date”

date.

8. Click on “Proceed”

9. A list of candidates is displayed for whom the voucher is being generated.

10. The important fields to be noted are as below:

a. “No of days till voucher date” is total days of presence of each candidate since commencement of the batch till the date “Payment till date”

b. “Days already paid” is the days paid in last voucher settlement c. “Days to be paid” is difference of “a” and “b”

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d. “Total amount payable” is calculated on the basis of total no of days of presence since start of the batch till date OR till closure of a batch based on the attendance of each candidate

e. “Amount Payable” is based on the “Days to be paid” f. “Amount Paid” is the total amount paid in all vouchers settled g. “Net Payable amount” is the difference of “e” and “f”

11. Select the bank account in which the payment is to be made, if multiple bank accounts have been mapped against a candidate as shown below:

12. Ensure that the data reflected for the days presence is correct.

13. If the data is not found correct, first rectify the attendance data (for legacy).

14. Click on “Generate Voucher” to generate the voucher.

15. If you attempt to generate multiple vouchers for the same batch without settling

the earlier generated voucher, error message will be displayed as below:

NOTES

1. How to rectify Attendance for a batch a. Go to Tools-> Batch Management -> navigate till batch -> Submit b. The request will go the CTSA/ SSM as the case may be for approval c. Once approved by CTSA/ SSM, you can re-upload the attendance for

the concerned batch through legacy upload. d. The facility to re-upload/ upload legacy attendance is one time against

each permission. e. If you re-upload wrong attendance, the process of approval has to be

followed. 2. The user credentials used for generating a voucher cannot be used for

settlement of the same voucher. 3. Take extreme caution while selecting the account from which the voucher will

be settled.

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B. POST PLACEMENT SUPPORT VOUCHER

SOP

The Procedure

1. Navigate till Sanction Order Number (other options are to narrow down the search)

2. Click on search 3. Select the Account from which the voucher will be settled – Project Account

(dedicated account) or Allocated Expense Account – radio button. This is not a policy mandate but only to facilitate recording of the actual transaction that might have taken place.

4. Input “Payment Till Date” – being the month for which PPS payment is to be made.

5. Input “Voucher Date” – being date of the voucher generation.

6. The voucher generation date should not be less than the PPS payment month.

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7. Click on “Proceed” 8. A list of candidates is displayed for whom the voucher is being generated. 9. The important fields to be noted are as below:

a. “Count of employed from the first month” is total count of eligible months from the first month of employment.

b. “Amount payable in the current month” is the total amount payable as PPS up to the month for which voucher is being generated, i.e., it is cumulative.

c. “Amount Paid” is payment made to each trainee in the earlier voucher settlements.

d. “Net Amount Payable” is the difference of “b” and “c” 10. Select the bank account in which the payment is to be made, if multiple bank

accounts have been mapped against a candidate as shown below:

11. Click on hyperlink on candidate name to see the eligible month for PPS

payment for the candidate

12. Click on “x” on right top corner of the pop-up to close the pop-up. 13. Click on “Generate Voucher” to generate the voucher.

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14. If you attempt to generate multiple vouchers for the same batch without settling

the earlier generated voucher, error message will be displayed as below:

NOTE

1. After generation of voucher, “Tracking Management” under tools will not be functional for the month. All data will be freezed and no modification will be permissible.

2. PPS are payable are in advance as prescribed in SOP.

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C. EXECUTIVE SALARY VOUCHER

The Procedure

1. Navigate till Sanction Order Number (other options are to narrow down the search)

2. Click on search 3. Select the Account from which the voucher will be settled – Project Account

(dedicated account) or Allocated Expense Account – radio button. This is not a policy mandate but only to facilitate recording of the actual transaction that might have taken place.

4. Input “Salary for the month” – being the month for which salary payment is to be made.

5. Input “Voucher Date” – being date of the voucher generation. 6. Click on “Proceed” 7. The list of executive who have been assigned projects and whose bank details

have been recorded will be listed. (those executives for whom “effective to” date has been recorded and they have not been assigned any other project will not appear after the month of “effective to”).

8. Each executive is to be defined for salary payment 9. Click on the pencil icon/ edit on the left of each record to open a pop-up to record

salary payable details. 10. An executive can be paid from multiple projects based on the assignment of

projects to the executive. 11. If multiple projects are selected while generating salary voucher, the amount

calculated for each project is booked as expenditure to the respective project against the sub-head salary under respective heads.

12. If the payment is made from the Allocated Bank Account, the expenditure is booked in similar manner.

13. The important fields to be noted are as below:

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a. Days Payable (including weekly off) – should include the total days payable and not only the working days.

b. Select “Project” to which the expense is required to be booked. For each project the process is to be repeated by clicking on “ADD”

c. “%age salary booked to project” in case of salary being booked to multiple projects, define the %age of the salary being booked to the project selected.

d. Incentive/ Bonus/ Overtime that is payable to the executive and is being booked to the project

e. Advance paid with the salary is any advance that is included in the salary. DO NOT include any advance given to the executive in the intervening period. Use the appropriate module for giving advance to the executive.

f. Recovery of Advance – is deduction on account of advance given to the executive in past and is being recovered through the salary. If the advance has been recovered separately, use appropriate module for recording the transaction.

g. TDS for the salary booked to the project – is the portion of the TDS that you want to pay from the project funds

h. Any other Deductions – which was not part of the regular salary and is required to be deducted from the salary payable. This can also be used for adjustments in salary.

14. Check the Amount to be transferred to Bank of the executive and Salary

Booked to Project selected. 15. click on add and the record is displayed on the lower half of the pop-up as shown

below:

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16. If you think that there is something wrong with your calculation, you can delete

the record before clicking on “Proceed”. 17. Even if you have clicked on proceed, you can still edit the salary by opening the

record. 18. After generating salary payable for each executive, click on “Generate Voucher”

to generate the voucher. 19. After generation of the voucher, the salaries defined for executives cannot be

edited and the voucher will be required to be settled/ cancelled. NOTE

1. After generation of voucher, data will be freezed and no modification will be permissible.

2. Next voucher for the month cannot be generated unless the voucher generated is settled/ cancelled.

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8. VOUCHER SETTLEMENT

Process Overview


Process Name Voucher Settlement Stakeholders PIA, CTSA/ SSM, MoRD, Online Portal Performer PIA Finance Team Nature of Process Data Entry Recurrence For recording payments of vouchers generated Process Predecessor Voucher Generation Process Successor Monthly Progress Report/ Utilization Certificate

Input and Outputs

Input (s) Date of voucher settlement and payment booked under a project


Output (s) Monthly Progress Report/ Utilization Certificate


Nature: The nature of module is Payment on account of three types of expenses either from Project Dedicated Account or Allocated Bank Account

d. Food and To & Fro Expenses e. Post Placement Support f. Executive Salary Payments

Types of settlement The settlements can either be

a. Settle Voucher – when transactions in a voucher have been partially or fully paid

b. Cancel Voucher – when no transactions in a voucher has not been either paid or unpaid, the voucher can be cancelled.

Impact of settlement a. In case of “settle voucher”, amount paid are reduced from the amount payable

in subsequent vouchers for the related expenses b. In case of “Cancel Voucher”, all the transactions in the vouchers are nullified

as if it was not created and status of each beneficiary is restored. Restriction

1. Voucher settlement function/ module cannot be used by the same user who has generated the voucher. Only view permission is available for the person who has generated the voucher.

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A. SETTLE VOUCHER

Navigation

“Settle Voucher” option is checked by default. You can either select the 4 parameters for a specific project and voucher type or click on “search” to display all vouchers, whether settled or not. Vouchers pending settlement will show hyperlink on the voucher number as shown below:

Click on the voucher number and two modes of settlement are shown

a. Single Transaction – when the following conditions are satisfied i. When a voucher has been settled as paid through one instrument

(PFMS/ e-Transfer/ Bank Transfer) – single transaction, ii. the amount paid against the voucher is the same as amount payable

against each beneficiary in the voucher and, iii. no transaction has been returned by the Bank.

b. Multiple Transaction – i. when a voucher has been settled through multiple instruments/

transactions ii. the amount paid against the voucher may/ may not be the same as

amount payable against each beneficiary in the voucher and, iii. a few transactions may have been returned by the Bank.

In case of multiple transaction – each record is to be completed one by one as shown below:

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select the record by clicking on the check box in the first column which will enable other columns for recording data

Select Type of settlement and method of settlement

If Type of settlement is “Unpaid”, remarks will be mandatory. The case may arise when the payment against the beneficiary has been returned by the banker. In case of single transaction, a pop-up window opens to record the details of the transaction as shown below: The settlement type will mandatorily be “Paid”.

Select Transaction type and record transaction/ document no and date and click on proceed.

The details are uniformly populated as shown in the below screen. The data recorded in the single transaction type of payment cannot be modified.

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Check the data and submit the form.

After submission, the hyperlink for edit will be removed. The details of the vouchers can be viewed only.

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B. CANCEL VOUCHER

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Select “Cancel Voucher” option.

You can either select the 4 parameters for a specific project and voucher type or click on “search” to display all vouchers, whether settled or not.

Vouchers pending settlement (no beneficiary has been settled as paid/ unpaid in the voucher) will be shown as below:

Select the voucher and record the date of cancellation and reason for cancellation

Multiple cancellations are permissible.

You cannot submit the form without selecting a record. One record is mandatory.

When the form is submitted, the confirmation message pops-up.

Documents

PROJECT FINANCIAL MANAGEMENT · The ERP of DDU-GKY will contain the accounting package where the PIAs will have dedicated accounts. The PIAs have to maintain their accounting system