Procedure followed in decision-making process
[Section 4(1)(b)(iii)]
| Sr.No | Activity | Level of Action | Time Frame |
|---|---|---|---|
| A | Preparation of Contingent Bills & ACB (Adv. Bills) | ||
| 1 | Receipt of Sanction alongwith original bills | Dispatch Clerk | Same day |
| 2 | Forward to D.D.O | -do- | -do- |
| 3 | Marking the sanction to dealing assistant concerned (bill clerk) | D.D.O. | -do- |
| 4 | Preparation of contingent bills along with entries in the concerned registers | Bill Clerk | Next day |
| 5 | Passing the bill for payment | D.D.O | Same day |
| 6 | Periodic in the PAO section | PAO | Next day |
| 7 | Preparation/delivery of cheques | PAO section | Same day |
| B | Long term/Short term advances, LTC/HT, TA/DA, GPF/CPF, Adv. & withdrawal | ||
| 1 | Receipt of Sanction alongwith original bills | Dispatch Clerk | Same day |
| 2 | Forward to D.D.O. | -do- | -do- |
| 3 | Marking the sanction to dealing assistant concerned (billclerk) | D.D.O | -do- |
| 4 | Preparation of bills along with entries in the concernedbroadsheets, adv. register, PBR | Bill Clerk | Next day |
| 5 | Passing the bill for payment | D.D.O. | Same day |
| 6 | Periodic in the PAO section | PAO | Next day |
| 7 | Preparation/delivery of cheques | PAO section | Same day |
| C | Preparation of GPF/CPF ledgers, passbook | ||
| 1 | Updation of GPF/CPF passbooks from PBR, recoveryschedule etc. and calculation of interest | Dealing Clerk | Approx. 25 min. per person peryear |
| 2 | Receipt of passbook | Dispatch Clerk | Same day |
| 3 | Forward to D.D.O | -do- | -do- |
| 4 | Marking the passbook to dealing assistant concerned | D.D.O. | -do- |
| 5. | Updation of entries from ledger to passbook & issuing the same | Dealing Assistant | Next day |
| D. | Files for sanction/adjustment, TC/HT, TA/DA,Contingent Adv., LT/ST advances, GPF/ CPF, Part-time, OTA, Scholarships etc. | ||
| 1 | Receipt of file Dispatch | Clerk | Same day |
| 2 | Forward to D.D.O. | -do- | -do- |
| 3 | Marking the file to dealing assistant concerned | D.D.O. | -do- |
| 4 | Scrutinizing and recommending the case as per the provisions in the rules to DDO | Dealing Assistant | Next day |
| 5 | Forwarding the file to A.O (A/c) | DDO | Same day |
| 6 | Forwarding the file for final concurrence of the Principalthrough HOO/AO | A.A.O. (A/c) | Next day |
| E | Preparation of Budget/Revised estimates of the Institute | ||
| 2 | Marking the budget papers to the Dealing Assistantthrough HOO | A.O. (A/c) | Same day |
| 3 | Preparation & compilation of budget estimate & revisedestimate in the requisite enclosures after obtaining therequired information from various sections/departmentheads | Dealing Assistant | 15 days |
| 4 | Submitting the budget papers for approval of the Competent Authority through A.A.O. (A/c), A.O. (A/c) | Dealing Asst. | Same day |
| 5 | Final scrutiny by A.O. (A/c) & submitting the same forapproval | A.O (A/c) | Next day |
| F | I-Tax calculation & Assessment | ||
| 1 | Issue of Office Order along with proforma Dealing Asst. 1st week of Oct. | ||
| 2 | Receipt of details from the employees & marking the same to dealing asst. | DDO | Same day |
| 3 | Calculation & finalization of Income tax after taking intoaccount salary income, other income, exemptions etc. | Dealing Asst | Next day |
| 4 | Sending the tax details to bill clerk through DDO. | Dealing Asst | Same day |
| 5 | Preparation & issue of Form-16 for the employees | Dealing Asst | In the month of April (approx. 15-20 min./form |
| 6 | Finalization of quarterly tax returns through DDO | Dealing Asst. | 2 to 3 working days |
| 7 | Finalization of quarterly tax returns (contractual) | Dealing Asst. | 2 days |
| G | Preparation of Monthly salary/Pension, bonus, arrear bills | ||
| 1 | Marking the dak to the bill clerk by DDO | DDO | Same day |
| 2 | Preparation of monthly salary/pension bills with relevant increase in PBRs, pension register & computer | Bill Clerk | 8 days |
| 3 | Preparation of periodical & other arrear | bills Bill Clerk | Approx. 2 days (may increase ordecrease) |
| H | Medical Reimbursement | ||
| 1 | Marking of bills received through dak to the dealing asst | DDO | Same day |
| 2 | Scrutinising and submitting the bills (as per MedicalAttendant rules) for expenditure sanction | Dealing Asst | Twice in a week |
| 3 | Preparation of Medical Bill received after sanction of thePrincipal | Dealing Asstt. | Next day |
| 4 | Passing the bill for payment to PAO | DDO | -do- |
| 5 | Pre auditing before preparation of cheque | PAO | Next day |
| 6 | Preparation & issue of cheque | PAO | Next day |
| I | Proposals for grant in aid | ||
| 1 | Preparation of proposals for release of grant w.r.t. budget allocation & as per POA after compiling requisite information | Dealing Asst. | Beginning of each quarter |
| 2 | Scrutinizing and submitting the proposal to Competent Authority for approval before sending the same to govt. ofDelhi | AAO (A/c) | Next day |
| 3 | Final recommendation of the AO (A/c) for approval AO (A/c) -do- | Principal/HOO | 2 days |
| 4 | Approval of the Principal through HOO/AO forsubmitting the same to Govt. of Delhi | -- | -- |
| J | Scholarships, Fellowships, Part-time payments etc. | ||
| 1 | Marking the sanctions received from Academic section todealing asstt. | DDO | Same day |
| 2 | Preparation of bill after necessary entries in the registersconcerned | Bill Clerk | Next day |
| 3 | Passing the bill for payment to PAO | DDO | -do- |
| 4 | Pre auditing before preparation of cheque | PAO | Next day |
| 5 | Preparation & issue of cheque | PAO | Next day |
| K | Scrutinising purchase, Administration, project, TA clients involving foreign journey and other critical matters | ||
| 1 | Marking the proposal/file to the dealing asst | AO (A/c)/AAO (A/c) . | Same day |
| 2 | Scrutinising, preparing proposals etc. as per rules for theapproval | Dealing Asst. | 1 to 3 days depending on themagnitude of the case |
| 3 | Submitting the proposal through AO | AAO (A/c) | Same day |
| 4 | Finalising the proposal for approval through HOO | DA | 2 days |
| L | Bank Reconciliation | ||
| 1 | Receipt of bank statements & marking the same to cashier | DDO | Same day(1st week of month) |
| 2 | Preparation of BRS | Cashier | One day for each account |
| 3 | Finalising the same for entries in the cash book | DDO | Next day |
| M | Cash payments and other payments by Cashier | ||
| 1 | Withdrawal of cash for the cheque receipt | Cashier | Next day |
| 2 | Releasing the cash & other payments | Cashier | Same day |
| 3 | Making relevant entries in Cash Book/Ledger | Cashier | -do- |
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Page Last updated date : 04-02-2020 12:57 pm
Page Last Updated Date : 20-07-2022
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