Accounts and Audit Training Session at IIT Roorkee

1. WELCOME

2. ONE DAY TRAINING SESSION ON “ACCOUNTS AND AUDIT” TO C.C.B., BHAWAN AND MESS STAFF BY INTERNAL AUDIT SECTION IIT Roorkee

3. CONTENTS • PROBLEMS AND SOLUTIONS IN PAYMENT OF CCB OFFICE AND BHAWANS BILLS • PROBLEMS AND SOLUTIONS REGARDING PREPARTION OF STOCK BOOK AND CASH BOOK. • PROBLEMS AND SOLUTIONS REGARDING PURCHASE

4. PROBLEMS AND SOLUTIONS IN PAYMENT OF CCB OFFICE AND BHAWANS BILLS PRESENTED BY ASHOK KUMAR JR. SUPDT. (INTERNAL AUDIT)

5. Original Bill in proper format. • Bill is duly pre-receipted by affixing Revenue stamp and signed on it, if the amount of bill is more than 5,000/-. • PAN No. /G.S.T No. is required on the bill. • The reason to be mentioned clearly on the bill for accepting late delivery/short supply. • Stock/T&P/Consumables entries to be made duly signed by the authority concerned on the bill. • Reference and date of purchase order to be mentioned on the bill. • Where any statutory levy (G.S.T) is claimed by the firm the Registration No. for the same should be available on the bills/invoices/Cash memos.

6. The approval of the DOSW for making the payment of time barred (more than one year) bill should be attached. • All the cuttings/over writings should be authenticated by the passing authorities of the bill i.e. Chief Warden/ DOSW. • Signature of Chief Warden is required on the pay orders given on the bills. • Approval of Competent Authority item purchased without purchase order should be attached along with bill. • Advance voucher should be verified by the Chief Warden/DOSW duly entered in advance Register.

7. SUGGESTIONS Stock entry • At present stamps not providing following Except page No. hence it is suggested that: •  As per IITR procedure in the “stamp of stock entry” the category of items should be clearly mention (Major/Minor/Consumable) as per Institute store rules. • The stamp should also be containing the details of Entry Register (Major/Minor/Consumable) and Register No. page No. Sl. No. Pay order • Stamp of “pay order name of beneficiaries” should be clearly mentioned. Payment should be made through Bank Transfer/ amount payee cheque.

8. Hiring of man power on part time basis • Details of Hired person i.e. full addresses, identity (Adhaar card PAN card, voter ID card, Emp. No. ) bank account number Should be clearly mention on Performa of claimant. • Certification of Chief Warden /Warden/ in case of hired person is working in the institute in other unit that “the work done beyond office hours”. • It should be ensure that payment will be release through Bank Transfer/ Account payee cheque. • Rate of per day salary should be kept as per institute rule or approved by the concerned committee in this regard. Other wise approval of competent authority should be obtain.

9. PROBLEMS AND SOLUTIONS REGARDING PREPARTION OF STOCK BOOK AND CASH BOOK PRESENTED BY SACHIN KUMAR

10. Major Problems observed during the Audit of Cash Book the all Bhawans and Messes. • Use of ordinary pencil for making the entries in Major, Minor Assets and Consumable Stock Book. No use of ordinary pencil. • Payment received by cheque during the month in the financial year and taken in cash book without issuing the proper receipt. The proper receipts should be issued. • The reconciliation is being made jointly of the two months. The separate reconciliation should be made of the each month. • The cutting/overwriting/fluding is being made on the various pages of the cash books. Cutting/overwriting/fluding should be avoided. • The receipts and payment account is not being sent to the Finance and Accounts office at the time of preparing of the Balance Sheet of the Institute. The same should be sent to Finance and Accounts office well in time in future.

11. The large numbers of entries were cancelled without given any reason. Justification should be mentioned in the column of remark. • The detail of cash receipt not mentioned on the back side of the cash counterfoil deposited in the bank. All Receipt No. with their amounts should be mentioned on the back of each cash counterfoil deposited in concerned bank. • Deposit of the TDS amount and filing of the TDS Returns properly. • Opening and closing balances which is taken in the Cash Book should be checked properly. • Regarding Requisition Forms for booking of the guest room is not being verified by the Warden/Chief Warden. This should be verified by the Officer concern. • The reconciliation is being made by the all Bhawans and Messes by the short cut method. The reconciliation should be made on the format given below:

13. Major Problems observed during the Stock Audit of the all Bhawans and Messes. • In the Major/Minor Assets Register it has been found that one item has been entered on one page which is not as per store rules. All the items should be entered in continuation Sl. No. and continuation of pages. • The item purchased and entered in the concerned Stock Register and the entries made cancel without any remarks. This practice is highly objectionable and should be avoided in future. • The Minor Assets Register is not being maintained by the several Bhawan and Messes. • The cutting/overwriting/fluding is being made on the various pages of the Stock Books. Cutting/overwriting/fluding not a healthy practice and it should be avoided in future. • Index of items should be made in the starting of the each Assets Register and Stock Books.

14. Carry forward/Brought forward of balance from one stock Book to another Stock Book is not being verified by the any officer. Entries should be verified by the officers. • Debit/credit entries in the stock Books neither signed by the Store Keeper nor Warden/Chief Warden. All the entries should be signed by the Warden/Chief Warden/Officers concern. • Debit entries of the material issued must be signed by Store Keeper and Warden/Chief Warden/Officers concern. • Ration Indent Book should be used in double leaf having original and carbon copy. • Stock Book page nos. on which the material has been debited should be mentioned by the Store Keeper. • The items purchased and entered on the various pages of the stock Books but issued without signature of the concern Authority of the Mess. • Ration Indent Book format is given below, for maintaining the Stock Books properly. It may be adopted with immediately effect.

15. -----------------------------------BHAWAN MESS INDIAN INSTITUTE OF TECHNOLOGY ROORKEE INDENT FOR DAILY RATION REQUIRMENT Book No. -------------- S. No. -------------------- Date: ----------------

16. Indenter Issued By Checked By Signature---------------- Signature------------------- Signature-------------------- Manager Store Keeper Warden/Chief Warden

17. Indenter Issued By Checked By Signature---------------- Signature------------------- Signature-------------------- Manager Store Keeper Warden/Chief Warden

18. PROBLEMS AND SOLUTIONS REGARDING PURCHASE PRESENTED BY TANVEER AHMED

19. Some Important points related to Purchase: • Purchase below Rs. 50,000/- may be made without calling quotations. • Purchase above Rs. 50,000/- should be made through Material Management Section by inviting quotations as well as publication on Institute website. • For purchase above Rs. 50,000 a DPC with three members in addition of HOD or his nominee will be constituted by HOD duly approved by Dean (Finance & Planning). Repeat Purchase Order: • Within a period of 120 days of placing the original order or 45 days receiving supply against the original order whichever is later. • With no change in rates as well as terms and conditions of supply. • No repeat order will be placed if buy-back is involved in the purchase.

20. Enquiry Letter: • Allocation of fund with the sanction letter/list of approved item to be procured out of Plan/Project/any other grant has been placed in the file. • Approval of the purchase item from Competent Authority with the sanction letter/list of approved item to be procured out of Plan/Project/any other grant has been placed in the file. • The approval of constitution of DPC/PPC is enclosed. • Venders list is enclosed. • Specifications of the items have been given. • The report of DPC/PPC for single source purchase (Proprietary/AMC/Spare Part/Buy back/Repair etc.) has been enclosed.

21. Purchase indent duly filled in completely and signed by DPC/PPC has been enclosed. • The Earnest Money Deposit (EMD) at the rate of 2% has been demanded from the firms and mentioned against specifications of each item/ equipment whose estimated cost is above Rs. 25.0 lac. The EMD is attached or not. • Information regarding EMD received from the firm has been mentioned in comparative statement and photocopy of the same (demand draft) may be placed in the file.

22. Justification: • Normally there should be minimum of three valid quotations for any purchase. Cases of less than three quotations to be treated as special and purchase will require specific justification DPC/PPC. • If the number of quotations/bids received against open Tendering (through news paper) is less than three, the purchase case can also be processed with specific justification by the concerned PI/Indenter. Proprietary Item: • Recommendations of Technical Committee to invite quotation before processing the purchase of item against proprietary nature have been placed in the file. • Office copy of enquiry letter with specifications of item sent to the firm through e-mail has been placed in the file.

23. Proprietary certificate from principal firm/manufacturer has been placed in the file. • A Printout as proof regarding displayed of enquiry letter on Institute website has been placed in the file. • Report of Technical Committee has been accompanied with a certification that “the proprietary certificate submitted by the firm is in order in all respect” duly signed by Technical Committee and the HOD/P.I.

24. Negotiation: • In the interest of the Institute negotiation has been considered with L-1 firm by a committee duly approved by the Competent Authority. • Revised offer of the firm after negotiation has been placed in the file. • The report of negotiation committee has been placed in the file. • Each page of revised offer is duly signed. • Technical Comparative Statement: • Total amount of order including all taxes/duties/charges (FOR: Department, CIF- New Delhi) has been mentioned in comparative statement to assess the L-1, L-2, L-3 firms. • The name and signature with date of the person, who prepared, checked the comparative statement has been mentioned in the comparative statement.

25. Reference of enquiry letter has been mentioned on the Comparative Statement. • A complete specification offered by all the firms has been mentioned in comparative statement. The specifications that are not as per required specifications (as per enquiry letter) has been highlighted therein. The reason of the rejection of a quotation has been clearly specified in comparative statement. The Comparative Statement has been prepared. • Recommendations of Indenter and HOD/P.I. may be mentioned on Comparative Statement. Also date has been mentioned with signature. • Each page of comparative statement may be duly signed and recommendations of indenter and HOD/P.I. may be mentioned therein.

26. Recommendation of the DPC/PPC for opening of Financial bids of technically qualified bidders has been enclosed. Financial Comparative Statement: • Total amount of order including all taxes/duties/charges (FOR: Department, CIF- New Delhi) has been mentioned in comparative statement to assess the L-1, L-2, L-3 firms. Purchase Proposal: • First page of Purchase proposal may be duly signed by HOD/P.I. for consideration of concerned DPC/PPC. • Complete specifications (as per enquiry letter) have been mentioned / attached (duly signed) with purchase proposal.

27. AMC(Annual Maintenance Contract): • Period of AMC has been mentioned in proposal. • All the equipment costing more than Rs.25.00 Lac is being purchased with three years AMC. • The annual maintenance/service contract from the original equipment /machines / ACs manufacturer/ manufacturer’s authorized supplier for a value of maximum 10% of the original cost for the first 2 year and thereafter 15% of the original cost or 110% of pervious year AMC value by Chairperson of DPC/PPC or Dean (F&P)/ Dean (SRIC) or Director. AMC is within limit. • The repair work, spare parts, calibration from the original equipment manufacturer/manufacturers authorized supplier, calibration from NABL accredited laboratory by Chairperson of DPC/PPC or Dean, F & P/ Dean (SRIC) or Director is enclosed.

28. Bill & Payment: • Bill duly passed for payment by the Indenter with entry of items in Stock Books duly mentioned in the bill. • Service Entry Sheet No./Good Receipts No. and Invoice parking in SAP has been made. • Copy of PO/ Installation Certificate duly signed by Indenter/ PBG/ Warranty Certificate is attached with the bill. • In case of advance payment term in PO against 110% Bank Guarantee, the same may be attached with form for advance with Performa Invoice.

29. In case of payment through Wire Transfer: In case of Advance Payment: Request for advance from Indenter 110% of the total order value in INR (including margin money), and Proforma Invoice duly verified by Indenter with OGL certificate. In case of payment after delivery: Request for advance from Indenter 110% of the total value in INR (including margin money), Commercial Invoice, OGL Certificate, Installation report, Warranty Certificate (if any), Bill of Entry, Airway Bill. • Revenue stamp has been affixed on the bill. • For adjustment of advances/Bill the concerned indenter should be ensure that all relevant papers for example Bill of News Paper Publisher/CHA/Bill of entry should come along with Invoice.

30. THANKS