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Manual 3

Procedure followed in decision-making process

[Section 4(1)(3)(iii)]

FLOW PROCESS CHART

FOR DEALING/ ENTERTAINING REPRESENTATIONS OF THE EMPLOYEES

S.No. 

                      ACTIVITY

LEVEL OF ACTION 

TIME FRAME

                                               1

To receive                            application/letter and put a diary number

  Despatch Clerk (LDC)

Same Day

 

2

To forward the application letter to theconcerned officer of the branch/section

Despatch Clerk (LDC)

Same Day

 

3

Marking of the Application/ letter by the

concerned officer to the dealing assistant

Section In-Charge

Second Day

 

4

Marking the applications/ representations/

letters to the concerned dealing clerk

Dealing Clerk (LDC/

UDC/ )

 

Second Day

 

5

Submission of application/ representation /

letters by the dealing clerk in the concerned

file to the Dealing Assistant

Dealing Clerk (LDC/

UDC/ Head Clerk)

 

Third day.

 

6

 Examination of case /submission of proposals

by the Dealing Assistant to the Section Incharge

Dealing Assistant

2-3 days depending

upon the nature of

the case

 

7

Examination of the proposals by the Section

In-charge and submitting the same to the A.O.

for further consideration

Section In-charge

Administrative officer

 

1 day

 

8.

If the proposal is in order and does not  involve any financial implications, the same is submitted to the Principal, COA for

approval/orders.

Administrative officer

Same day

9.

If the case involves financial implications, the

proposal is sent to A/cs branch for

examination/ advice/vetting.

Administrative officer

(Account)

 

Same day

 

 

 

10

The A/cs branch duly examines the proposal

in terms of rules, regulations and instructions

on the matter and advices/ vetts the proposal

in terms of financial implications/ budget

provisions and the same is submitted to the

Administrative officer COA for seeking

approval/orders of the Principal/

Administrative officer

2 days

 

11.

The proposal is then submitted to the Principal for approval/orders.

 

Principal

Same day

 

12.

The case/ proposal forwarded is dulyconsidered in terms of existing rules,regulations & instructions and appropriate

decision is taken by the Principal/HOO on the

file.

Principal

1 day

 

13.

The file is then down-marked to the AO who

down marks the file to section in charge/ head

clerk) down marks the file to the dealing

assistant.

 

1. Principal

2. HOO

 

Same day

 

14

In accordance with the orders of the

Principal/HOO,COA necessary draft orders/

replies are prepared for issuance.

 

Dealing Assistant

1 day

 

15.

.

Draft orders/ replies are approved for the

competent authority for issue.

 

1. Principal

2. HOO

 

Same day

 

16.

 

Fair orders/ replies are submitted for

signatures of the Section In-Charge. On

appending the signatures the orders/ replies

are sent to dispatch section for issue

 

1. Dealing Assistant

2. Dealing Clerk

3. Head clerk

 

 

Same day

 

17

. The orders/ replies are issued to the

concerned person/ authority

 

Despatch Clerk

Same day

 

 

.

 

Procedure followed in decision-making process

[Section 4(1)(b)(iii)]

Flow Process Chart for Various Activities

 

 

S. 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 (bill

clerk)

 

D.D.O

 

. -do-

4

. Preparation of bills along with entries in the concerned

broadsheets, 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, recovery

schedule etc. and calculation of interest

Dealing Clerk

Approx. 25 min. per person per

year

 

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 Principal

through 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 Assistant

through HOO

A.O. (A/c)

 

Same day

3

Preparation & compilation of budget estimate & revised

estimate in the requisite enclosures after obtaining the

required information from various sections/department

heads

 

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 for

approval

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 into

account 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 or

decrease)

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 Medical

Attendant rules) for expenditure sanction

 

Dealing Asst

. Twice in a week

 

3.

Preparation of Medical Bill received after sanction of the

Principal

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. of

Delhi

 

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 for

submitting the same to Govt. of Delhi

 

 

J.

Scholarships, Fellowships, Part-time payments etc.

 

 

 

1.

Marking the sanctions received from Academic section to

dealing asstt.

 

DDO

Same day

 

2.

Preparation of bill after necessary entries in the registers

concerned

 

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 the

approval

 

Dealing Asst.

1 to 3 days depending on the

magnitude 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-

 

.

Flow Process for issue of Information in respect of Purchase/Store Section

S.No.

Activity

Legal of action

Time Frame

01.

Tender Sale Information

Dealing Asstt,

Same Day

 

02

Limited Tender Information

 

“ “ Same Day

03

Technical wise qualified

information

 

“ “ 10-15 days after opening of bid

04.

Financially qualified information i.e. L-1

 

One week

05

 Detail of Purchase Order

 

“ One week

06.

EMD Return to Non-qualified

firm

 

“ One week

07

Bank Guarantee return

 

1-2 weeks after completion of

warranty period

08

EMD Return to L-1 Firm “ “ One week

09 Release of Sanction Order for

payment

 

 

One week

09

Realease of sanction order for payment

 

2-3 week after recommendation from

HOD/user

 

 

 

 

 

 

Procedure followed in decision-making process

[Section 4 (1) (b) (iii)

 

 

With reference the Manual No. 3, it is submitted in narrative form that P. R. Section usually receives the requisitions for printing of various items of the institute and some of them are presently being done in P. R. Section. First and foremost P. R. Section receives the requisition for the Printing (any items) and then P. R. Section gets the approval from the competent authority likely through AO/ HOO/ Principal. After the Administrative Approval the tender enquiries are prepared along with specifications and sent to the printer by asking the response within 21 days. Having received the quotations within the stipulated period of time & date the meetings notice is prepared for calling the committee to open the received quotations. After opening & singed the quotations, the minutes and comparative Statements are made and is placed before the

competent authority to be sent the Purchase Order to the lowest one or as desired by the committee/ competent authority. If permission accorded from the competent authority then the Purchase Order (s) is/ are mailed to the Printer (s)/ supplier(s). The Printed material, which is supplied by the Printer (s)/ supplier (s) is/ are to be handed over to the requisitioner. The bills received from the printer are placed for expenditure approval before the competent authorities through AO/HOO /Principal. Having accorded the expenditure sanction the bills are entered in the relevant Register (s) and then sent to the Accts section for the payment.

 

 The above processor takes different periods of time, which depend on various situations.

 

Submitted for information, please.

 

Presently the tendering is being done through the e-tendering mode as per instruction of Govt. of NCT of Delhi

 

 

 

S.NO

Activity

Level of action

Time Frame

 

1

Different games like Arm Wrestling

Cricket, Chess, Carom, Football,

Power Lifting, Table Tennis etc

 

All the games are conducted

under the tight supervision of In

charge

 

Throughout the academic year

2

Delhi University Intercollegiate

Tournament

 

Teams are selected on the basis

of individual and team

performance.

 

3-4 Months

 

3

Invitational / Professional

Intercollegiate Tournament

 

Teams are selected on the basis

of individual and team

performance.

 

4-5 days

 

4

Annual Sports and Athletic Meet

And prize distribution ceremony

Meet is organized under the

tight supervision of P.T.I and D.P.E in the college

 

 

2 days

.

 

Procedure followed in decision-making process

[Section 4(1)(b)(iii)]

Flow Process Chart for issue the reply/acknowledgement etc

 

 

S.No

Activity

Level of Action

. Time frame

 

1

To receive application and put up a diary number

Dispatch clerk

Same day

2

Perusal of the application and to mark to the Assistant Librarian

AO

Same day

 

3

To collect the information ,access  and recommend for approval/rejection of

application to Admn Off

 

Assistant Librarian

. 3-4 days

4

To submit for approve/reject application to Principal

Admn Off

Next day

5

To sign and return to the concerned official

HOD

Next day

 

FLOW PROCESS CHART FOR DEALING/ ENTERTAINING REPRESENTATIONS OF THE EMPLOYEES

 

 

SNO

ACTIVITY

LEVEL OF ACTION

TIME FRAME

 

1

To received Request from student and put a into diary Like

Annual Sports

Farewell for final year students

TLM_HAM Radio

Freshers Party

Alumni association

Convocation

Development of sports GYM

 

 

Dispatch (LDC) clerk

Same Day

 

2

To forward the request /letter to the concerned

officer of the branch/section

 

 

Dispatch Clerk (LDC)

Same Day

3

Marking of the Application/ letter by the

concerned officer to the dealing assistant

Acd branch

Same Day

4

Submission of application/ representation /letters by the Incharge in the concerned

file to the Dealing Assistant

 

Incharge Acd branch

Second Day

5

If the request is in order and does not involve any financial implications, the same is

submitted to the Principal, for

approval/orders.

 

Dealing Assistant

Next day

4

If the request involves financial implications, the

proposal is sent to A/cs branch for

examination/ advice/vetting

Principal

 Second Day

 

5

The A/cs branch duly examines the proposal in terms of rules, regulations and instructions on

the matter and advices/ vetts the proposal in

terms of financial implications/ budget

provisions and the same is submitted to the

HOO for seeking approval/orders of the

Principal,

AAO(A/c)

Second Day

6

The file is then down-marked to the Incharge

who down marks the file to the dealing assistant.

 

1. Principal,

2. HOO

 

Same day

 

7

In accordance with the orders of the Principal,

 necessary draft orders/ replies are

prepared for issuance.

 

Dealing Assistant

Incharge Acd

1 day

 

8

Draft orders/ replies are approved for the

competent authority for issue.

 

Principal,

Same day

9

Fair orders/ replies are submitted for signatures

of the Principal  On appending the signatures

 

. Dealing Assistant

Principal

Same day

 

 

 

 

 

 

10

Nominate the working committee for Event of

students

 

Principal

Second day

 

11

Formation the Committees for Event like.Refreshment

Stationery

Light and sound

Stage and pandal

Photography

DJ

Banners

And send to the Principal for approval

 

Incharge Acd branch

Third day

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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Last Updated : 28 Jan,2016