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

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