Guidelines to HOD / Principal Investigators for Expenditure

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.



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



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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Documents

Guidelines to HOD / Principal Investigators for Expenditure