khyber medical university financial rules 2017 financial... · khyber medical university financial...

Khyber Medical University financial rules (revised 2017)

Khyber Medical University Financial Rules 2017 In exercise of powers under Section - 36 of Khyber Pakhtunkhwa Universities (amended) Act 2016, the Khyber Medical University Syndicate make the following rules to regulate financial affairs, financial transactions, decisions, payments, income, expenditure, record, purchase, sale and disposal of stock and non-stock items of the University;

CHAPTER–IGENERALPROVISIONS

1. Short Title, Commencement and Application: (1) These Rules may be called “The KhyberMedicalUniversityFinancialRules(revised2017)”.

(2) These Rules shall come into force at once and shall be applicable to provisions in theRecurringandDevelopmentalBudgets.

(3) These rules shall be followed by the authorities of the University in the discharge of thefinancial powers and functions entrusted upon themKhyber Pakhtunkhwa UniversitiesAct2012,amended2016,

(4) Theserulesshallapplytoallfinancialtransactions,decisions,payments,income,expenditure,record,purchase,saleanddisposalofstockandnon-stockitemsoftheUniversity.

(5) Theserules,withstandinganythingdoneoranyactiontakenoranyproceedingscommencedunderanyoftheprovisionsofthepreviousrules,shallsupersedepreviousfinancialrules.

(6) Forprocurementofgoods,works,andservices,“TheKhyberPakhtunkhwaProcurementofGoods,WorksandServicesRules,2014”shallmutatismutandiibeapplicable.

(7) TheVice-Chancellormay,incaseofrealhardship,relaxtheserulesforreasonstoberecordedinwritingfortheinformationoftheFinanceandPlanningCommittee/Syndicate.

2. DEFINITIONS: --- In these rules, unless the context otherwise requires, the followingexpression,shallhavethemeaningsherebyrespectivelyassignedtothem,thatistosay,-:

(a) “Authority”means the authority of theUniversity as specified in theKhyber Pakhtunkhwa UniversitiesAct2012,amended2016andstatutesmadethereunder;

(b) “Budget” means the financial estimates of the University for the financial year dulyrecommended by the Finance& Planning Committee and the Syndicate and passed by theSenate;

(c) “Chancellor”meanstheChancelloroftheUniversity;

(d) “Commission”meanstheHigherEducationCommission;

(e) “Convener”meansaseniormemberoftheUniversityPurchaseCommitteeappointedbytheVice-Chancelloron therecommendationof theTreasurer fora fixedperiodor foraspecificpurchaseundertheserules;

(f) “Dean”meanstheDeanofaFacultyoftheUniversity;


(g) “Department”meansDepartmentestablishedbytheUniversitytoteachabranchoflearning;

(h) “DeputyTreasurer”meanstheDeputyTreasureroftheUniversity;

(i) “Fund”meansthefundoftheUniversity;

(j) “Head”meanstheHeadofTeachingDepartment,Institute,,PrincipalofaconstituentcollegeandHeadofAdministrativeSectionintheUniversity,asthecasemaybe;

(k) “Inspection Committee” means a Committee appointed by the Vice Chancellor for thepurposeofInspection,undertheserules;

(l) “Non-StockItems"meansitemsofspecificnaturenotstockedinthemainstoreandprocuredasandwhenrequiredbydepartment/section.Thesewouldnormallyincludesallfixedassetsitems, library books, laboratory chemicals glassware, equipment and workshop tools andmaterials,computersandtheiraccessories;

(m) “Purchase Committee” means the Purchase Committee appointed for any purchase bycompetentauthorityoftheUniversity;

(n) “Project Committee”means the Project Committee appointed for a project by competentauthorityoftheUniversity;

(o) “Registrar”meanstheRegistraroftheUniversity;

(p) “SecretaryPurchaseCommittee”meanstheSecretaryoftheUniversityPurchaseCommitteeandinchargeoftheStorePurchaseSectionoftheUniversity;

(q) “Senate”meanstheSenateoftheUniversity;

(r) “Stock Items” means, items, which are purchased in bulk and usually consist of generalstationery, office stationery, office supplies, items of sanitary, hardware, timber, electricalgoodsandappliancesandothermiscellaneousmaterialrequiredforthemaintenanceandup-keepofstructures,moveableandimmovableassets.Itincludesallconsumableitemsalso;

(s) “Syndicate”meanstheSyndicateoftheUniversity;

(t) “TreasuryWing”meanstheTreasurywingoftheUniversityundertheadministrativecontrolof theTreasurer,consistingofAccountsSection,BudgetSection,StoreSection,PensionandFundsSection,InternalAuditSectionandotherappropriatesection(s)whichmaybeaddedtoitbythecompetentauthority;

(u) “Treasurer”meanstheTreasureroftheUniversity;

(v) “University”meanstheKhyberMedicalUniversity;

(w) “ViceChancellor”meanstheViceChancelloroftheUniversity.

(x) “WorksCommittee”meanappointedbyViceChancelloroftheuniversity.

CHAPTERII


DESCRIPTIONOFUNIVERSITYFUND

3. UNIVERSITY FUND: - (1) There shall be a University fund to which its income from fees,donations, trusts,bequests, endowments, contributions, grantandall other sources shall becredited.

(2) Bankaccount(s) for theUniversity fundmaybeopenedandoperatedby theTreasurerwithanyscheduledbank/banks.

4. SOURCESOFFUND:

I. GRANTINAID:

a. Grants of the Federal Govt. direct or released through the Higher EducationCommissionorProvincialGovt;

b. Development Grants release through the Higher Education Commission by theFederalGovt.forthedevelopmentalschemesoftheUniversityorFundsreleasedbytheProvincialGovernmentforthedevelopmentprojects;

c. Special grants released by the Federal or Provincial Government for a specificpurposeorcoveringarangeofspecific/specialitems;

d. Other grants of the Federal or Provincial Government and other Organizations /bodies released for purposes such as scholarships, awards, prizes, study tour andtravel, students welfare, provision of amenities, holding tournaments seminarsdebates,sportsfestivalsandotheractivitiesofstudentsandstaff;

II. UNIVERSITY’SOWNRESOURCES

a. Admissionfee,Registrationfees,TuitionandExaminationfee,SelfFinancefee,Latefee,Fines,Equivalencefee,ProvisionalCertificatefee,DetailMarksCertificatesfee,Degree fee, Migration fee, Correction in name fee, Proficiency fee, Sports fee,AffiliationfeeandotherfeeprescribedbytheUniversity.

b. HostelIncome:Hosteladmissionfee,hostelrent,servicecharges,electricitychargesfromstudentsandallotherusercharges.

c. Profitandinterests

d. Income fromstaffandstudents forhiringuniversityvehicles, rents, telephoneandelectricitychargesandanyotherusercharges.

e. Donations,gifts,bequests,honours,awards,prizes,andmedalstotheUniversity

f. Miscellaneous income means all income not covered under the aforementionedsources,whichmaybeaccountedforunderthemiscellaneoushead.


CHAPTER-IIIFINANCIALORGANIZATION,FINANCIALJURISDICTIONANDJOBDESCRIPTION

5. FINANCIALORGANIZATION

a. The Financial Organization in these Rules has been structured around the existingadministrative set-up of theUniversity. The Treasurer, under the supervision of theViceChancellor,administersandmanagestheTreasuryWingoftheUniversityandisalso responsible for the procurement and issue of stationery, office supplies and allkinds of stores including sanitary, hardware, electrical, gasmaterial,wood / timber,laboratory and office equipment, furniture for hostel and all administrative sectionsandteachingdepartmentsoftheUniversity.

b. TheTreasuryWingwillconsistoffivefunctionalsections,viz;(i)Accounts,(ii)Budget,(iii)Pension&Fund,(iv)Storesand(v)InternalAudit.EachsectionissupervisedbyaSectionInchargewhoreportstotheconcernedAssistantTreasurer.

c. TheDeputyTreasurerwill coordinateactivitiesof theAccounts,Budgetand InternalAudit Sectionswhile theAssistant treasurers coordinateactivitiesof their respectivesections.

d. The financial transactions will be coordinated and routed to the Treasurer by theirrespectiveheadsforauthorizationorobtainingapprovalofcompetentauthority.Eachof thesesectionshas furtherbeendivided intosub-sectionstoensureasmoothandefficientworkingandtoexercisesoundcontrolatthelowerlevelofthefunctionaries.

6. JURISDICTIONANDJOBDESCRIPTIONOFAUTHORITIESOFUNIVERSITY

I. SYNDICATE. (a) The Syndicate, as provided under Section 23(1) Khyber Pakhtunkhwa Universities Act 2012, amended 2016 shall be the Executive Body of the University and shall,subjecttotheprovisionsoftheActandtheStatutes,exercisegeneralsupervisionovertheaffairsandmanagementoftheUniversity.

(b) As provided under Sections 23(2)Khyber Pakhtunkhwa Universities Act 2012, amended2016 without prejudice to the generality of the foregoing powers and subject to theprovisions of this Act, the Statutes, the Syndicate shall have following powers related tofinancialaffairsoftheUniversity;

(i) Considertheannualreport,thestatementsofAccounts,theannualandrevisedbudgetestimatesandtosubmitthesetotheSenate;

(ii) RecommendtotheSenatethetransferandaccepttransferofmovableandimmovablepropertyonbehalfoftheUniversity;

(iii) Enterinto,vary,carryoutandcancelcontractsonbehalfoftheUniversity;(iv) Causeproperbooksofaccounttobekeptforallsumsofmoneyreceivedandexpended

bytheUniversityandfortheassetsandliabilitiesoftheUniversity;(v) investanymoneybelongingtotheUniversityincludinganyunappliedincomeinanyof

thesecuritiesdescribedinSection20oftheTrustsAct,1882(ActIIof1882),orinthepurchaseofimmovablepropertyorinsuchothermanner,asitmayprescribe,withthelikepowerofvaryingsuchinvestment;


(vi) Receive and manage any properly transferred, and grants, bequests, trust, gifts,donations,endowments,andothercontributionsmade,totheUniversity;

(vii) AdministeranyfundsplacedatthedisposaloftheUniversityforspecifiedpurposes;(viii) Provide the buildings, libraries, premises furniture, apparatus, equipment and other

meansrequiredforcarryingouttheaffairsoftheUniversity;(ix) Establishandmaintainhallsofresidenceandhostelsasforaspossible;(x) Institute Professorships. Associate Professorships, Assistant Professorships. Senior

Registrarships,Lecturerships,andotherteachingpostsortosuspendorabolishsuchposts;

(xi) Create,suspendorabolishsuchadministrativeorotherpostsasmaybenecessary;(xii) ReporttotheSenateonmatterswithrespecttowhichithasbeenaskedtoreport;(xiii) DelegateanyofitspowerstoanyAuthorityorofficeroracommittee;and(xiv) ToconsidertheAuditReport.

II. FINANCE AND PLANNING COMMITTEE:- The Finance & Planning Committee under theSection10ofKhyberMedicalUniversityConstitution,FunctionsandPowersofAuthoritiesof theUniversityStatutes,2016ofKhyber Pakhtunkhwa UniversitiesAct2012,amended2016shallhavethefollowingfunctions:

(i) torecommendtheannualstatementofaccountsandtheannualandrevisedbudgetestimatesandadvisetheSyndicatethereon;

(ii) to review periodically the financial position of the University and identifyalternatesourcesofincome;-

(iii) to advise the Syndicate on allmatters relating to planning, development, Finance,investmentsandaccountsoftheUniversity;

(iv) toprepareshort-termandlongtermacademicdevelopmentplans:

(v) toprepareplanofstaffandresourcedevelopment:and

(vi) toperformsuchotherfunctionsasmaybeprescribedbyStatutes.

III. VICE-CHANCELLOR: - The Vice-Chancellor, as provided under Section 11 Khyber Pakhtunkhwa UniversitiesAct2012,amended2016, istheChiefExecutiveOfficerresponsibleforalladministrativeandacademicfunctionsoftheUniversitywillhavethepowersrelatedtofinancialaffairsoftheuniversity;

(i) Direct teachers, officers and other employees of the University to take up suchassignments in connection with examinations, administration and such otheractivities in the University as hemay consider necessary for the purposes of theUniversity;

(ii) sanctionbyre-appropriationanamountnotexceedinganamountprescribedbytheSenateforanunforeseen itemnotprovidedfor inthebudgetandreport it totheSenateatthenextmeeting;

(iii) Sanction all expenditures provided for in the approved budget and re-appropriatefunds from one head of expenditure to anotherwithin the approved budget andreport such re-appropriation to the syndicate at the time of its consideration ofrevisedbudgetestimates:providedthatsuchpowertosanctionexpenditureoutof


budgetallocatedtounitdesignatedas independentcostcentreshall restwiththeheadofsuchcostcentre.

(iv) Createandfilltemporarypostsforaperiodnotexceedingoneyearafterwhichthepostsshallstandabolished.

(v) Appoint employees on contract basis against the properly created budgeted postsfor a period not exceeding three years on the recommendations of a SelectionCommittee constituted by the Syndicate: Provided that no extension shall beadmissiblebeyondtheperiodofthreeyears.

(vi) Delegate,subjecttosuchconditionsasmaybeprescribed,anyofhispowersunderthisActtoanofficerorofficersoftheUniversity;and

(vii) Toexerciseandperformsuchotherpowersandfunctionsasmaybeprescribed.

IV. TREASURER: The Treasurer, as provided under Section 14 of the Khyber Pakhtunkhwa Universities Act 2012, amended 2016 shall be the chief financial officer of the university. TheTreasurer inaddition toandnot inderogationof it functionsprovidedunderSection14 (3) shallhavethefollowingduties;

(i) PowertomakepaymentwithinthesanctionaccordedbythecompetentauthoritieslieswiththeTreasurer,whoisanswerabletotheViceChancellorandSyndicateinrespectofallpaymentsmadeoutoftheUniversity’sfund.

(ii) HeshallberesponsibleforprovidingregularlytotheVice-Chancellor,theSyndicateandtheFinance&PlanningCommitteewithinformationonallfinancialmattersandshallbringtothenoticeoftheViceChancelloranyviolationofthefinancialRulesordecision(s)oftheSyndicate.

(iii) The Treasurer, with the approval of the Vice-Chancellor, shall have the power toopen bank accountswith any commercial bank or banks for themanagement ofUniversityfunds.Heshallhavethepowersto investthefundsoftheUniversity ininvestmentschemesandtermdeposits inanybankwiththeapprovaloftheVice-Chancellor. Such investments shall be reported to the Finance and PlanningCommittee.

(iv) He shall sign all cheques drawn on behalf of the University and shall have theauthoritytosanctionthe incurrenceoftheexpenditureandallowpaymentwithintheauthoritydelegatedtohimundertheseRulesasperchapter-V“Delegationoffinancialpower”.

(v) TheTreasurershallarrangetheprocurement,storageandissueofofficestationery,chemicalsandglassware, itemsofhardwareandsanitarygoods,electricalandgasmaterialsandappliances,wood/timberandfurniture,machineryandequipment,computersandallothersuppliesofstockandnonstockarticlesasperrequirement.

(vi) He shall have the powers to sanction “General Provident Fund Advance” to allcategories of the employees in accordance with the G.P. Fund Rules of theUniversity

(vii) He shall sign all contracts, except contracts pertaining to academic and servicematters,madeonbehalfoftheUniversity.


(viii) SubjecttothecontroloftheViceChancellor,heshallberesponsibleforframingtheRules / statutesonall financialmatters,whichby theActare tobeprescribedorregulated,bystatutesorregulations.

(ix) HeshallconductofficialcorrespondenceoftheUniversityonallfinancialmatters.(x) HeshallsanctiontherefundofExaminationfees,tuitionfees,securitydepositsand

otherduesofthestudents.(xi) He shall have the power to sanction and allow payment of dues and utility bills

payabletoGovernmentdepartmentsandattachedorganizationssuchastelephonebills,taxes,electricityandgascharges.

(xii) He shall perform such other duties and exercise such financial powers asmay beassigned and delegated to him from time to time by the Syndicate or the ViceChancellorinadditiontothosedelegatedundertheseRules.

(xiii) HeshallactasMember/SecretaryoftheFinance&PlanningCommittee.

V. REGISTRAR: - The Registrar being administrative head of the administration branch ofKhyberMedicalUniversity,asprovidedunderSection13ofKhyber Pakhtunkhwa UniversitiesAct2012,amended2016shallhavethefollowingpowers/duties;

(i) TheRegistrarshallhavethepowerstoapproveandsanctionbenevolentgrantsoutofthebenevolentfundinaccordancewiththeBenevolentFundRulestoperson(s)whoareeligibleforitandservingintheUniversityinapayscaleuptoBPS16.

(ii) The Registrar shall sanction and sign the Travelling Allowance andDaily Allowance (T.A /D.A)billsofadministrativeofficersrequiredtotravelonUniversitydutyincludingmemberinviteestothemeetingsoftheSyndicate,SenateandtheAcademicCouncil.

(iii) The Registrar shall sanction and sign the monthly pay bills of staff working in theadministrative sectionsand teachersworking in thedepartments.He shall sign thearrearbillsonaccountofsalariesandotherremunerationpayabletostaffonaccountofteachingassignmentsinanydepartment.

(iv) TheRegistrarshall,unlessotherwiserequiredsignAgreementBondsandContractsmadeonbehalfoftheUniversityregardingestablishment/servicemattersonly.

(v) CandelegatehispowerstoanyotheradministrativeofficerwithpriorapprovaloftheViceChancellor.

VI. DEAN:TheDeanaccordingtoSection12(b)ofKhyber Pakhtunkhwa UniversitiesAct2012,amended2016shallplan,organizeandsuperviseacademicactivitiesofhis facultyand thereforeshallhave;

(i) Full powers to sanction expenditure out of contingency fund allocated and placed at hisdisposalintheapprovedUniversityBudget.

(ii) PowerstocountersigntheTA/DAclaimsoftheheadsofteachingdepartmentsinhisfacultydeputedonacademicmattersoftheUniversity.

(iii) Authority,with intimation to the Treasurer, toopenofficial bank accounts for his FacultyandoperatetheminhisofficialcapacityasDean.Heshallberesponsibleformaintainingup


to-date record andproper book keeping for all receipts andpayments from the Faculty’saccounts.

(iv) To coordinate and forward to Treasurer the programmes of study tours, field trips andexcursionsofstudentsoftheteachingdepartmentsofhisfacultyforseekingapprovaloftheViceChancellor.

VII. HEAD:-

(i) TheHeadshallhavefullpowerstosanctionexpenditureoutofcontingencyfundallocatedto his / her department / unit in the approvedUniversity Budget andplaced at his / herdisposal.

(ii) The Head may, under intimation to the Treasurer, open official bank accounts for hisdepartment/unitandoperatetheminhisofficialcapacityasHeadoftheunit..Heshallberesponsibleformaintainingupto-daterecordandproperbookkeepingforallreceiptsandpaymentsfromthedepartment/college/institute/units’accounts.

(iii) TheHeadshallarrangeforthephysicalverificationofthefurnitureandequipmentofhis/herdepartment/unitandlaboratorieseveryyearandsubmitareporttotheTreasurer.

(iv) TheHeadmaywriteoffanylossofproperty, iftheamountinvolvedonasingleitemdoesnot exceed Rs. 1000/- subject to a maximum of Rs. 12000/- in a financial year on theconditionofproperinquiryintothelossofproperty.ThemaximumlimitofwriteoffmaybeincreasedbytheSyndicatefromtimetotime.


CHAPTER-IVUNIVERSITYBUDGET(COMPILATION,CONTROLANDFORMAT)

7. UNIVERSITYBUDGET: -TheUniversity’s annual budget is a detailed planning of activitiesinvolving financial aspects,whichenables theUniversity toexerciseaneffective controlover theactual expenditure, which is measured against the budgeted targets and thus provides a usefulguidanceinplanningfuturefinancialactivitiesoftheUniversity.

8. BUDGETCOMPILATIONANDCONTROL: (1)TheBudgetsectionoftheTreasuryWingshallcarryoutthecompilationofthebudgetinMarcheveryyear.Thebudgetsectionwillapproachalldepartmentstosubmittheestimatesoftheirrecurringandcapitalexpenditurefortheensuingyearby 31st December every year. The budget section shall provide the specified forms inwhich theinformation shall be required from each department and shall assist the departments in thecompilationoffigures.

(2) Onthebasisofinformationfurnishedbythedepartments/offices,thebudgetsectionshallcompile a first draft of the budget. The Treasurer shall scrutinize the draft and afterdiscussing various aspects of the budget with the Vice Chancellor and the Departmentalheads,shallincorporatenecessarychanges.Afterincorporatingthechanges,ifany,draftofthe budget shall be presented to the Finance & Planning Committee for scrutiny and itsrecommendation to the Syndicate. The recommended budgetwith the revised estimatesshallbeplacedbeforetheSyndicateandthenSenateonorbefore30thJuneforapproval.

(3) TheRevisedBudgetshallbebasedontheactualexpenditureof9months from1st July to31stMarchoftheyearandprobablefiguresfrom1stAprilto30thJune.Therevisedestimatesshall form part of the budget format and shall be placed before the Finance & PlanningCommittee, Syndicate and then Senate along with the proposed budget for the ensuingyear.

(4) Beforeanypayment ismade, itshallbeensuredthatprovisionexists inbudgetundertheparticular head of expenditure. Prescribed income and expenditure ledger shall bemaintainedshowingbudgettargetsundervariousheadsofincomeandexpenditureagainstwhich the actual receipts and disbursements shall be recorded. Deviation from thebudgetedfiguresshallbehighlightedsothatthecorrectactioncouldbetakenintime.

9. BUDGETFORMAT:-ThefollowingbudgetformatshallbeadoptedfortherecurringbudgetoftheUniversityfortheRelevantHeadsoftheincomeandexpenditure;


Code 1Item Actualforprevious

yearEstimateofthecurrentyear

Revisedestimatesforthecurrentyear

BudgetEstimatesforthefinancialyear

4.2.0 Income

1

Govt.Grant-in-Aida. Federal

Govt:b. HECc. Provincial

Govt:d. Anyother

2 University’s OwnResources

(a) Admissionfee (b) Tuitionfee (c) Registrationfee (d) Examinationfee

(e) Sale of Prospectus&Syllabus

(f)

Security of HouseRent &Requisitioning forStaff

(g) Lab.Testingfee

(h) Canteen & ShopsRent

(i) Profitandinterest

(j) Equivalence &ProfessionalFee

(k) TelephoneIncome (l) SportsAffiliation (m) TransportIncome (n) HostelAdmnfee (o) HostelRent (p) Feefor

i) Verificationdocuments

ii) Recheckingfee

iii) Fee of Degree,Certificateetc.

p) Hostel ServiceCharges

q) Hostel ElectricCharges

r) Misc.Income 4.3.0 Head of


Expenditure

000 EstablishmentCharges

010 BasicSalary 011 BasicpayofOfficers

011 Personal pay ofofficers

011 Technical pay ofofficers

012 Basicpayofstaff

012 Personal pay ofotherstaff

020 Regularallowances

021 Senior postallowance

022 House Rentallowance

023 Conveyanceallowance

024 Sumptuary /EntertainmentAllowance

025 DearnessAllowance

026 Localcompensatoryallowance

027 Washing & Dressallowance

029 Other regularallowance

1. Entertainmentallowance

2. Medicalallowance

3. Extra Dutyallowance

4.Groupinsurance

5. Charges all, toChairmen

6.Designallowance

7. Technicalallowance

8.AdhocRelief

9. Any otherallowance

030 OtherAllowances 031 Over time


allowance

032 Nightdutyallowance

033 Honoraria 034 Medicalcharges

035 Rest & Recreationallowance

036 OutfitAllowance

037 Contingent paidstaff

038Leave salary &Pensioncontribution

039 GroupInsurance

040 Other allowance tobespecified

Details of othercharges

100 Purchaseofdurablegoods

110 Transport

120 Machinery andequipment

130 Furniture andFixture

140 Livestock

190 Other purchase ofsportmaterials

220 Pre-investmentprojectanalysis

210 FeasibilityStudies 220 Surveycampof

students

230 ExploratoryOperations(Project)

300 Constructionworks 310 Others 311 NA 312 NA 313 NA 314 NA 320 NA 321 NA 322 NA 323 NA


329 NA 330 NA 331 NA 332 NA 33 NA 340 NA 341 OfficeBuildings

342 ResidentialBuildings

343 OtherBuildings 344 Structures 349 Others

400

Repair&MaintenanceofDurableGoods&Works

410 Transport

420 Machinery&Equipment

430 Furniture&Fixture

440 Building&Structure

441 OfficeBuilding

443 OtherBuildings(hostels)

444 Structures 449 Others 450 Irrigation 451 MainCanal 452 FeederCanal

453 Tertiary&OtherSubsidiarylinks

454 NA 459 NA 461 NA 462 NA 463 NA 469 NA 470 NA 471 NA 472 NA 473 NA 479 NA 500 Commodities&

Services


510 Transportation 511 Travelling

AllowancetoGovt.Servant/Univ.Staff

512 TransportationofGoods(Freight,Octori&Coolycharges)

513 P.O.Lcharges(AeroplaneHelicopters,StaffCars,

BusesTrucks&MotorCyclesetc.)

514 ConveyanceCharges

519 Other(StudyTours) 520 Communications 521 Postage&

Telegraphs

522 Telephone&TrunkCalls

523 Telex,Tele-printer&Faxservices

524 Courier&Pilotservices

529 530 Utilities 531 Gas 532 Water 533 Electricity 534 Hot&ColWeather

charges

539 540 OfficeStationery 550 Printing 551 Conductof

Examinations

560 Newspapers,Periodicals&

Books 670 Uniforms&Liveries 580 Rent,Royalties

Rates&Taxes

581 RentforofficeBuildings

582 RentforResidential


Buildings583 Rentforother

Buildings

584 NA 585 NA 586 NA 590 OtherExpenditure 591 PaymenttoGovt.

Depttforservicesrendered(Auditfee)

592 Essaywriting&Copywriting

593 Lawcharges 594 Fairs,Exhibitions&

otherNationalCelebrations

595 Publicity&Advertisementcharges

596 NA 597 NA 597 NA 597 NA 597 NA 598 Cost of others

Stores (Chemical &Glassware)

600 Transferpayment 610 Interest 611 NA .612 NA 613 NA 614 NA 615 Other obligations

e.g. depreciation &otherreservefunds

deposit of incometax under section18-Aetc.

616 620 630 640 Grants 641


642 643 644 .649 Other (Insurance of

Labs&Vehicles)

650 Scholarships&OtherAwards

651 MeritScholarships 652 Scholarships &

Stipends onconsideration otherthanmerit

653 Remunerationto Part-time teachers

&Researchworkers

654 Cash Awards forMeritoriousservice

655 OtherAwards 659 Other(Amenities) 660 Superannuation

Allowance

661 SuperannuationRetiring &CompensatoryPensions

662 Commuted ValuesofPensions

663 Gratuity Values ofPensions

664 Other Pension (e.g.Pension granted tothe family ofNationalHeroes)

665 Gratuities (e.g.gratuities wherepension is notmature)

669 Other payment ofPensions (otherclaims)

670 Entertainment &Gifts

680 Teachers Assistantstoothercountries.

681 Expenditureson foreign trainees in


Pakistan and Vice-versa

682 Contribution toVariousInternationalAgencies(CommonwealthUniversities)

690 Other transferpayments

691 Contribution &Transferoffund

699 Others . 700 Investments 710 Financial

Institutions

720 Non-FinancialInstitutions

730 NA 790 NA 800 NA 810 NA 820 NA 840 NA 850 LoantoUniversity

Employees

860 NA 870 NA 890 NA 900 Misc:Expenditures 910 Contribution&

Subscriptions

920 DelegationsAbroad 930 LossonExchanges 940 SecretService

Expenditures

950 SecurityForce 960 Research&

Development


CHAPTER-V

DELEGATIONOFFINANCIALPOWERS

10. DELEGATIONOFPOWERS

TheofficersoftheUniversitymentionedbelowshallexercisethefollowingfinancialpowers:

S.No

HeadofExpenditure NameofAuthority

ExistingExtentofDelegation

2008

ProposedExtentofDelegation2017

)1( Pay&Allowances Vice-ChancellorRegistrar

FullPowersDelegatedPowers


)2( Scholarships&OtherAwardstoStudents Vice-ChancellorTreasurer

FullPowersFullPowerforotherthanmerit

FullPowersFullPowers

)3( Remuneration/Honorariumtopart-timeteachers/employees Vice-Chancellor FullPowers FullPowers

)4( CashAwardsformeritoriousservice SyndicateVice-Chancellor



)5( OtherawardsscholarshipsforMS/PhDstudiesabroad

SyndicateVice-Chancellor



)6( Pension&Gratuity Vice-chancellorTreasurer

FullPowersDelegatedpowers


)7( ExpenditureonforeigntraineesinPakistanandVice-Versa(Shortcoursesabroad) Vice-Chancellor FullPowers FullPowers

)8( Loantoemployees(outofRevolvingFunds)

Vice-ChancellorInsteadofLoanCommitteereplacedTreasurer


FullPowersFullPowers(Treasurer)

)9( LaboratoriesExpenses&contingencies

Vice-ChancellorDean/HeadoftheInstitute/Department/College

FullPowersFullPowersWithinbudgetaryallocationfortheirOffices/Deptt

FullPowersFullPowersWithinbudgetaryallocationfortheirOffices/Deptt

)10( PaymentofAuditFee Vice-Chancellor FullPowers FullPowers

)11( RentforResidentialbuilding(requisitionetc)

Vice-chancellorRegistrar



)12( ConductofExaminations

(i) Remuneration/SecrecyPaymentsVice-ChancellorControllerofExaminations



(ii) PrintingofQuestionPapersVice-ChancellorControllerofExaminations



(iii) MiscellaneousAdvancesforexaminations

Vice-ChancellorTreasurer

FullPowersRs.50,000/-


(13) PurchaseofDurableGoods

(i) Machinery&Equipment Vice-ChancellorTreasurer


FullPowersRs.1,000,000/-

(ii) Transport Vice-Chancellor FullPowers FullPowers

(iii) Furniture&Fixture Vice-ChancellorTreasurer



)14( SportsMaterials Vice-ChancellorTreasurer



)15( FeasibilityStudies Vice-Chancellor FullPowers FullPowers

)16( HoldingSurveyCamps Vice-Chancellor FullPowers FullPowers


)17( Research&DevelopmentProjectsVice-ChancellorDirector(ORIC)Treasurer

FullPowersDelegatedPowers---------------

FullPowersDelegatedPowersDelegatedPowers

)18( StudentsProjectWorksVice-ChancellorTreasurer

FullPowersRs.50,000/-eachDeptt:

FullPowersRs.10,000/-eachDeptt:

(19) Repair&MaintenanceofDurableGoods

(i) TransportVice-ChancellorTreasurerDirectorAdmn.

FullPowersRs.20,000/-Rs.20,000/-


(ii) Machinery&Equipment Vice-ChancellorTreasurer



(iii) Furniture&Fixture Vice-ChancellorTreasurer



(iv) BuildingVice-ChancellorTreasurerDirectorWorks



(v) Tech:sanctionofEstimatesofworks Vice-ChancellorTreasurer



(20) Commodities&Services

T.A/D.AtoStaff




TAforExamduties ControllerExams Fullpowers Fullpowers

TransportationofGoods Treasurer FullPowers FullPowers

P.O.L.charges Vice-ChancellorTreasurer



StudentsstudyTour Vice-ChancellorTreasurer

FullPowersRs.25,000/-ineachcase

FullPowersRs.100,000/-ineachcase

ConveyanceCharges Treasurer FullPowers FullPowers

Postage&Telegrams(Telephones&Trunks) Vice-ChancellorTreasurer



(21) Utilities

)i.( Gas,Electricity,Water&others Vice-ChancellorTreasurer



)ii.( OfficeStationeryVice-ChancellorTreasurerDy.Treasurer



)iii.( PrintingVice-ChancellorTreasurerDy.Treasurer



)iv.( NewspapersandBooketcVice-ChancellorTreasurerDy.Treasurer



)i.( LitigationCharges Vice-Chancellor FullPowers FullPowers

)ii.( FairsExhibitionsetc Vice-Chancellor FullPowers FullPowers

)iii.( PublicityandAdvertisement Vice-ChancellorTreasurer



)iv.( Chemicals&Glassware

Vice-ChancellorHead

FullPowersFullPowerswithinthelimitofcontingency/Budgetprovisionplacedathisdisposal

FullPowers

)v.( Subsidies Vice-Chancellor FullPowers FullPowers

)vi.( Unforeseen Vice-ChancellorTreasurer



)vii.( InsuranceofLabs/Vehicles Vice-Chancellor FullPowers FullPowers


Treasurer DelegatedPowers DelegatedPowers

)viii.( Amenities(Students) Vice-ChancellorTreasurer



)ix.( Entertainment&Gifts Vice-ChancellorTreasurer



)x.( Contributiontootherinstitutions SyndicateVice-Chancellor



)xi.( Re-appropriation SyndicateVice-Chancellor



)xii.( Advanceforspecificitems Vice-ChancellorTreasurer



)xiii.( ApprovalofRecoupment/Adjustmentofadvances




)xiv.( Refundoffees&studentssecurityetc ViceChancellorTreasurer

----------FullPowers


)xv.( RefundofExamFee Controllerexam Delegatedpowers Delegatedpowers

)xvi.( OtherRefunds Treasurer FullPowers FullPowers

)xvii.( LabourCharges(DailyWages/WorkChargeEstt)




)xviii.( G.P.FundadvanceTreasurerDy.Treasurer

BPS-17&aboveFullPowers.BPS1-16FullPowers

BPS-17&aboveFullPowers.BPS1-16FullPowers

)xix.( FinalPaymentofG.P.FundTreasurerDy.Treasurer

FullPowersforBPS-17andabove.BPS1to16FullPowers

FullPowersforBPS-17andabove.BPS1to16FullPowers

)xx.( Medical(Reimbursement)ChargeVice-ChancellorTreasurerDy.Treasurer

FullPowersRs.20,000/-Rs.5,000/-ineachcase

FullPowersRs.100,000/-Rs.5,000/-ineachcase

)xxi.( Write-off/waive-offunserviceablearticles/Losses

SyndicateVice-ChancellorTreasurerHead

FullPowersRs.100,000/-Rs.25,000/-Rs.10,000/-subjecttoamaximumofRs.60,000/-inafinancialyear.

FullPowersRs.1,000,000/-Rs.100,000/-Rs.10,000/-subjecttoamaximumofRs.60,000/-inafinancialyear.

)xxii.( Approvalforauction/sale/disposalofassets SyndicateVice-Chancellor



)xxiii.( AcceptanceoftendersofworksandsuppliesVice-ChancellorTreasurerDirectorWorks



)xxiv.( Appointmentofworkchargestaff Vice-Chancellor FullPowers FullPowers

)xxv.( Releaseofcontractorssecurity Vice-Chancellor FullPowers

*DelegatedpowermeansFinancialPowersdelegatedbyonestepseniorappointment.*


CHAPTER-VIRECORDINGOFTRANSACTIONS,RECEIPTS,PAYMENTSANDBALANCING&RECONCILIATION

10. RECEIPTS:(1)PostingtotheincomeledgerwillbemadefromtheMainCashbook.Monthlytotalsofreceiptsafterithasbeenanalyzedhead-wiseshallbepostedtotheIncomeledger.

(2) The Accounts section shallmaintain its own Bank Ledger for all the transactions of dailydeposits in andwithdrawal of cheques from thebank. Posting to theBank ledgerwill bemadefromthemaincashbookandtotalledonmonthlybasis.

(3) Deposits of cheques, bank drafts and payorder will bemade through KMU printed bankreceiptslips.Abriefdescriptionregardingthenatureofreceiptwillalsobenotedoneachcopyofreceiptslip.

(4) TheAssistantTreasurerwillensurethat theBankstatementsalongwiththecopiesof thereceiptsslipsarereceiveddaily.

(5) Accountsofinterest/profitcreditedbythebankwillbeproperlycheckedanddifferencesinratesoramountsshallbepursuedwiththebanktilltheirsettlement.

12. PAYMENTS/EXPENDITURES:-(1)AllchequesissuedshallbeenteredonthecreditsideoftheCashbookgivingfullparticularsofthepaymentinserialorder.

(2) Postings from Cash Book to the Expenditure Ledger will bemade in the light of auditedpaymentordersandvoucherswhichwillbetotalledonmonthlybasis.

(3) Noover-writinganderasureswillbeallowed intheCashBook. Incaseofanycorrections,theincorrectentrywillbecorrectedwithproperinitialsoftheSuperintendentAccountsortheAssistantTreasurerasthecasemaybe.

(4) Undernocircumstancesblankchequeshallbesignedbyanyofthesignatories.(5) On receipt of a fresh cheque book from the bank, the numbers of cheques contained

thereinwillbecountedbeforeitsacknowledgementissignedandsenttotheBank.(6) Thecounterfoilsoftheusedchequebookswillbepreservedandkeptinsafecustody.(7) Copiesof letterscontainingstanding instructionswillbefiledproperlyandkeptunderthe

custodyoftheTreasureroranyotherauthorizedofficer.(8) TheBank’sadvicesofdirectdebit/creditwillbeobtainedandadjustedintheCashBookand

relevantledgers.

13. BALANCINGANDRECONCILIATION:-(1)TheBankBalancesattheendofeachmonthwillbereconciledwiththeBankLedgerandareconciliationstatementwillbepreparedbytheAccountsSection.Un-cashedcheques,ifany,whichremainoutstandingforlongwillbebroughttothenoticeoftheTreasurer.

(2) AcertificatewillbeobtainedfromtheBankcertifyingthebalances ineachaccountatthecloseofthefinancialyear.

14. MAIN BOOKS OF ACCOUNTS: - The following books shall bemaintained in the TreasuryWingforrecordandproperaccountingtreatmentoftransactions.

(1) RECURRING


1. CashBook2. SubsidiaryCashBook3. IncomeLedger4. Expenditureledger5. BankLedger6. PrivateLedger7. GrantinAidRegister8. ContractorsLedger9. StudentBillBooks10. StudentsAdmissionRegister11. ScholarshipsRegister12. AdvancesRegister13. SanctionedPostRegister14. ImprestMoneyRegister15. LoanRegister16. MedicalClaimRegister17. TelephonePaymentsRegister18. T.A/D.A.Register19. ElectricityBillRegister20. GasBillRegister21. FaxandTeleprinterRegister22. PensionFundAccountsRegister23. G.P.FundRegister24. BenevolentFundRegister

(2) DEVELOPMENT

1. CashBook2. GrantinAidRegister3. ExpenditureLedger4. ContractorsLedgers5. BankLedger


CHAPTER-VIIPREPARATIONANDPROCESSINGOFPAYBILLSOFESTABLISHMENT

15. PREPARATIONAND PROCESSINGOF PAY BILLSOF ESTABLISHMENT.;_ (1) The RegistrarsofficewillintimatetotheTreasurerallappointments,promotionsresignationsandterminationsofthestaffForeveryemployeea filewillbemaintainedtodepictanychange inhis statusandpayscale.

(2) TheEstablishmentSectionwillpreparethepaybillsfromtheEstablishmentCheckRegister(ECR)ofallemployeesworkingindifferentadministrativesectionsandallteachersworkinginteachingdepartmentsoftheUniversity.ThesebillswillbesenttotheTreasuryWingonorbeforethe20thofeachmonthforprocessingandpaymentonpayday.

(3) TheAccountsSectionoftheTreasuryWingshallscrutinizethesebillsandwillensurethat:i. All changes made in pay bills have been duly supported by the order of the

competentauthority:andii. Ageneralvoucherhasbeenpreparedadjustingvariousdeductionsfromthesalaries.

(4) Appropriatedeductionsfor leavewithoutpayandabsence, leaveonfullpay, levelonhalfpay if any shall bemadeon theadviceof theEstablishment Section,which receives suchinformationdirectfromtheconcerneddepartmentandwillberesponsibleformaintainingemployee’spersonalfiles.

(5) Thepaybillssummaryandthegeneralvouchersshallbepre-auditedbytheUniversityauditorsbeforesendingthemtotheTreasuryWingforpreparationofcheques.TheAccountsSectionwillpreparecheques/banktransfervouchersforallofficers/officialsandteachingstafffordisbursementofsalary.


CHAPTER-VIIICONTINGENCES OF TEACHING DEPARTMENTS, INSTITUTES, COLLEGES, ADMINISTRATIVESECTIONSANDADVANCESFORSPECIFICPURPOSES

16. CONTINGENCIES FOR TEACHING DEPARTMENTS ETC.:- The Provision for the contingentrequirements of the Teaching Department and administrative Section shall be reflected in theRecurringBudget.TherequirementofDepartment/OfficesshallbeworkedoutbytheirrespectiveheadandcommunicatedtotheTreasurer.TheTreasurer,afterscrutinyandconsultationwiththeVicechancellor,willincludethemintheproposedbudget.Theapprovedcontingencyfund(imprestmoney)willbereleasedtotheDirectors/OfficersasauthorizedbytheViceChancellor.Theimprestmoneywillberecoupwhenproperaccountofthepreviousreleasedfundshasbeenrenderedtothe Treasurer and the competent authority has accorded approval to the expenditure incurredagainsttherelevantheadofexpenditure.Theexpenditureintheledgerwillbebookedonlywhenthe accounts submitted are approvedby the competent authority. TheDirectors of the instituteshall ensure the proper modes of expenditure within the frame work of the financial powersdelegatedtohimforthecontingenciesfundreleasedbytheTreasurer.

17. ADVANCESFORSPECIFICPURPOSES:-Whenarequisitionforageneraladvanceismadeforcertain specificexpenses, theTreasurerwith theapprovalof thecompetentauthoritymayallowthe advance to the requisitioner. It is important that the advance holder should render thestatement of expenses within one month of incurring the expenditure duly supported by cashmemosandevidence thatall codal formalitieswhereverapplicablehavebeendulyobserved.Anadvancemaynotbedrawnunlessitisimmediatelyrequired.


CHAPTER-IXRESEARCHFUND

18. RESEARCHFUNDS:-TheResearchfundswillbeallocatedandregulatedasprescribed.


CHAPTER-XEXAMINATIONSSECRECYFUND

19. EXAMINATIONSECRECYFUND:-(1)TheTreasurerwiththeapprovaloftheViceChancellorshall release and advance funds to the Controller of Examinations for payment to examiners. Inordertomaintaincompletesecrecyoftheexaminers,nooneoftheTreasuryWingshallbeinvolvedintheprocessofpaymentstoexaminersandallpersonnelinvolvedinSecrecy.

(2) TheControllerofExaminationsshallhavefullpowerstosanctionandpaytheclaimsofthepapersettersandscriptcheckers.TheControllerofExaminationsshallhavethepowertoopenandoperateaBankAccountfortheSecrecyFundreleasedbytheTreasuryWingandshallberequiredtomaintainapropercashbookandotherrelevantitemsofbookkeeping.After,atleastoneyearofthepaymenttherecordoftheSecrecyfundshallbeauditedbyaperson(s)tobeappointedbytheVice-Chancellor. After audit, they will give a certificate to the effect that the record has beenmaintained in proper order and the paymentmadewas correct and a fit charge on the Secrecyfund.Thecertificateof theaudit shallbe forwarded toTreasurerwhoshall submit it to theViceChancellor for seeking his approval to book the expenditure and adjust the account against theadvance releasedby theTreasurer in favourof theControllerof Examinations. In case theAuditfindssomediscrepancy/shortcomingintheSecrecyFund,areporttothiseffectshallbesubmitteddirectlytotheViceChancellorwhomaytakenecessarycorrectiveactionthereon.


CHAPTER-XIPURCHASEANDACQUISITIONOFSTORESANDTENDERS/QUOTATIONS

20. PROCUREMENTOFSTORES,TENDERSANDQUOTATIONS:-(1)SubjecttoanyspecialruleororderoftheSyndicate/ViceChancellorapplyingtoanyparticulardepartment,anauthorityoftheUniversity,whichiscompetenttoincurexpendituremaysanctionthepurchaseofstoresrequiredforuseintheUniversity/Department/Section/Hostelsinaccordancewiththeprovisioncontainedin these Rules. Such purchases are also subject to the usual restriction regarding the necessaryappropriationandtoanymonetarylimitsandotherconditionsprescribedgenerallyorinregardtospecific articles or classes of articles. Powers delegated to theUniversity’s Purchase Committee,headsofteachingdepartments/workshops,Dean,Register,Treasurer,ControllerofExaminations,Director Works, and other responsible officials are clearly laid down and all purchases in theUniversityshouldberegulatedinstrictconformitywiththeseRules.

(2) Purchase must be made in the most economical manner in accordance with therequirementsof theUniversity.Storesshouldnotbepurchased insmallquantities,butatthe same time care should be taken not to purchase suppliesmuch in advance of actualrequirements,ifsuchpurchaseislikelytoproveunprofitabletotheUniversity.

(3) Purchaseordershouldnotbesplitup toavoid thenecessity forobtaining thesanctionofhigherauthorityrequiredwithreferencetothetotalamountoftheorders.Forthispurposethe Treasurer, being the In-charge of the store purchase section shall coordinate therequirements of various departments and sections and accordingly put up the case asrecommendedby thePurchaseCommittee to theViceChancellor forapprovaland to thePurchaseCommitteeforfurtheraction.

(4) TheTreasurerbeingtheex-officio In-chargeof thestorepurchasesectionandmemberofthePurchaseCommitteewill primarilybe responsible for theprocurementof all itemsasperprovisioninthebudgetincludingconsumablestores,officeequipment,furniture,fixedassets,chemicalsandglasswares,computers,itemsofsanitary,hardware,electricalgoods,appliances,timberandotherstockandnonstocksuppliesfortheUniversity.

(5) Incaseofstock itemstheStoreSectionwill raise the“PURCHASEREQUISITION’whereas,fornon-stockitemstobepurchasedfortheUniversityarequestforsanctionofexpenditurewill be prepared by the requisitioning department. The Treasurer after its checking andscrutiny by the Budget and Accounts Section will prepare a complete case showing theBudgetarycode,headofexpenditure,provisionandbalanceunderthecodeandwillsubmitthecasetothecompetentauthorityforobtainingproperapproval.

(6) After approval of the competent authority is obtained, the Treasurer will advise theconcernedsectiontocommencetheformalitiesrequiredforthepurchaseinquestion.

(7) The Treasurer shall prepare and maintain lists of approved firms, contractors and othersuppliers,andkeep theVice-Chancellor informedwheneveranewagency isenlisted.Thefirmsenlistedmustbeofgoodstandingandactuallydoingbusinessandphysicallyexistinginthemarketwithdefinitebusinesspremisesandnotbylabelonly.


(8) PurchaseuptoRs.50,000/-maybemadeformthelocalmarketwithoutinvitingquotationson the usual certificate by the officer authorized by the Treasurer to purchase theitem/itemsthatthevaluepaidisatthelowestmarketrateforthematerialquestion.

(9) PurchasebetweenRs.50,000/-toRs.100,000/-shallordinarilybemadeonthebasisofatleast 3 quotations by the Treasurer/Secretary Purchase Committee from the approvedsuppliersor thosewitha reputation in themarket.Whenthequotationsare invited fromseveralfirmsbutthereisapoorresponseandonlyoneortwoquotationsarereceived,thepurchasemaybemadefromthelowestone.Whenthereisnoresponse,thepurchasemaybemadefromanyfirmbythePurchaseCommitteewithpriorpermissionoftheTreasurer.TheConvener,PurchaseCommitteewillcertifythatthepurchasemadeisattheminimummarketrate

(10) If the amount exceeds Rs. 100,000/- the transaction will be advertised and sealedtender/quotationobtainedbyopentendersystem.

(11) If the purchase is to be of a patented article of required specifications available from anauthorized dealer or the manufacturer, it can be purchased from him with the priorapprovalof theViceChancellorwithoutcallingotherquotations.However, if thearticle isavailablewithmore thanonedealer at competitive ratequotation shall be invited in theusualmanner.

(12) Quotation should be preferred from sole distributors and directmanufacturers to ensurequalityatcompetitiverates.

(13) Incaseofratesof freshquotationarehigherthanrateof lastpurchase,effortsshouldbemadetoplacerepeatorders.

21. TENDER/QUOTATIONS:-TheCompetentauthorityshallatleast15daysbeforeenteringintocontractgivepublicnoticeof tender.TheCompetentauthoritymayacceptanyof thetenderssomadewhichappearstohimthemostadvantageous,providedthat;

a. Ifhe rejects the lowest tenderorall the tendersmade inpursuanceof thepublicnotice,thereasonsforhisdoingsoshallberecorded;

b. Thecompetentauthoritymay,incaseofemergencyorifotherwisedeemedfitandbeneficial in the interest of the University, invite gallop (spot) tender or dispensewithconditionsofinvitingtendersandenterintocontractwithanyperson/firmforthe execution of anywork or the provision of any supply with due regard to thequalityofwork,suppliesandspeedyexecutionofthecontract.

22. VALIDTENDER/QUOTATIONS:-(1)Notendershallbedeemedavalidtenderunless;

i. Itissealed.

ii. Itisaccompaniedbyearnestmoney/calldepositequaltotwopercentoftheamountoftender.

(2) Allsealedtenders/quotationsshallbeopenedbythecompetentauthorityattheplaceandtime specified in thepublic notice, in thepresenceof theConvener andmembersof theCommitteeandsuchsuppliers/contractorsasmaybepresent.TheConvenerandmembers


oftheCommitteeshallaffixtheirsignaturesanddateoneverytender/quotationsoopened.Thelowesttender/quotationshallbenotedontherecord.

(3) AcomparativestatementofratesshallbepreparedbytheSecretaryoftheCommittee,andsubmittedtothecompetentauthorityalongwithrecommendationsoftheCommittee,forseeking proper approval of rates and obtaining sanction of the amount involved. Thecompetentauthorityshall issuepropersanctiongivingdescriptionoftheamountinvolved,theratesapprovedandtheheadofexpenditure.

(4) AformaldeedofagreementshallbeexecutedbetweentheUniversityandthecontractorswherethecircumstancessodemand.

i. Whichistobemadeafterinvitingtenders;ii. Fortheacquisition,purchase,saleortransferofproperty.

(5) AllagreementbyoronbehalfoftheUniversityshallbesignedbytheTreasurerandattestedbytwowitnessesandshallbearthesealoftheUniversityandshallbeexecutedinsuchformaswouldbindhimitweremadeonhisownbehalfandmayinthelikemannerandformbevariedanddischarged.

(6) Allagreementsshallbewrittenonastampedpaperofappropriatevalueandshall,wherenecessary,beregisteredunderthelawinforcefortheregistrationofdocuments.


CHAPTER-XIIUNIVERSITYPURCHASECOMMITTEE,DEPARTMENTALPURCHASCOMMITTEEANDRECEIPTOFSTORESANDPAYMENTOFBILLS.

23. UNIVERSITYPURCHASECOMMITTEE:-(1)TheUniversityshallhavea“UniversityPurchaseCommittee”tobeformed,bytheViceChancellorcomprisingthefollowing:

a). OneKeyOfficer/Professorwhoshallbeitsconvenerb). Twoteachers/OfficersworkinginanydepartmentorofficetobenominatedbytheVice

Chancellorc). Headofthedepartmentorsectionforwhichthe itemsarebeingpurchasedshallbethe

ex-officiomember.Hemay,howevernominateanyotherseniorteacher/Officerofhisdepartment.

d). TreasurershallbetheEx-officioMember/SecretaryoftheCommittee.HemaynominateanyOfficerofhisWingtoaccompanytheCommitteeduringanypurchase.

(2) ThetermoftheCommitteeshallbeforeachfinancialyear.TheViceChancellor,however,iscompetenttodissolveitatanytimeduringitstermandconstituteanewCommitteefortheremainingterm.TheViceChancellormayalsoextendthetermofanexistingCommitteeforanyperiod.

(3) QuorumforspotpurchaseshallbethreemembersincludingtheConvener.Ifthepurchaseismeantforaparticulardepartment,oneofthetwomembersmustbetheChairmanofthedepartment concerned or his nominee. A nominee of the Treasurer shall invariablyaccompanytheCommitteeinallpurchasesasassistanttothePurchaseCommittee.

(4) If due to any reason the convener is not in a position to accompany theCommittee, theVice-Chancellor shall nominate any of the members to act as Convener for any spotpurchasesinthemarket.

(5) TheVice Chancellormay authorize the Purchase Committee of theUniversity to visit themarket and purchase any kind of stores for the University to the extent of any amountallowed by the Vice Chancellor. Similarly the Treasurer may authorize the PurchaseCommittee to purchase items of prescribed stores in the local market only up to Rs.1,00,000/-providedpropersanctionfromcompetentauthorityexists.

(6) TheCommitteemaywhenallowedbythecompetentauthorityvisitthemarketandlookforrequireditemsinthemarket.Marketmeansmarkets/shoppingcentresandstoressituatedanywhereinPakistan.

(7) The Purchase Committee shall make a survey of the products in the market, study thesupply position, compare and assess the rates prevailing in the market, determine thequality of products, their brand and manufacturing mark etc. The Committee, aftersatisfying itselfwith the rates, quality and genuineness of the product,may place orderswithanyfirm.


(8) If the Committee has been given an “ADVANCE” for such purchase, it shall have theauthority tomake full payment on the spot to the suppliers against delivery of goods orservicebyobtainingpropercashmemosoftheamount.

(9) WhengoodsarereceivedintheUniversity,normalprocedureofstocktakingandissuanceshallbeadoptedasprescribedundertheseRules.

(10) Aftercompletingtheprocessofstocktaking,theConvenerPurchaseCommitteeshallrenderproperaccountsofexpenditure, showing thedetailsof itemspurchased, their rates, totalcost,theunspentbalanceandthestockentries.Theunspentamountshallbeimmediatelyrefundedandtherefundslipshallbeattachedandsubmittedwiththerestofthevouchersforadjustment.

(11) The Account will be adjusted only when the Vice Chancellor or any other competentauthorityapprovesit.

(12) When the Account is approved by the competent authority a “Transfer Voucher” forbooking the actual expenditure shall be prepared and submitted to Audit. When thevoucherispassedbyAudit,atransferentrytothiseffectshallberecordedinthecashbookandtheexpenditurewillbepostedtotheexpenditureledger.

(13) TheRulesforcallingquotationsandadoptionofopentendersystemmaynotbeappliedtothe spot-purchase made by the Purchase Committee of University in local and nationalmarketsontheapprovalofthecompetentauthority.

(14) In order to avail themselves of the economies of bulk purchases the heads of thedepartments,sectionsandhostelsetc.shallsubmittheirrequirementsatleast3monthsinadvancetotheTreasurer.

24. DEPARTMENTALPURCHASECOMMITTEE:-(1)EachdepartmentoftheUniversityshallhaveaDepartmentalPurchaseCommitteetobeconstitutedbytheDeanoftheFacultywhereapplicableandinallothercasesbytheVice-ChancellorconsistingofaConvenerandthreemembers,atleasttwofromthestaffofthedepartment.

(2) The Departmental Purchase Committee shall arrange for the purchase of items out ofcontingencyfundofthedepartment.

(3) Purchase beyond Rs.10,000/-may bemade in themarket by theDepartmental PurchaseCommittee, following the same course as is prescribed for the University PurchaseCommittee.


CHAPTER—XIIIRECEIPTOFSTORES

25. RECEIPTOFSTORES:-(1)Onthereceiptofstores,thePurchaseCommitteeshallexamine,count,measure orweigh, as the casemay be,when the delivery is taken. The Committee shallrecordacertificatetotheeffectthatthequantitiesandqualityisaccordingtothesupplyorder(s).TheStoreofficerreceivingtheitemsshallalsoberequiredtofillupa“MaterialReceivingReport”tocertifythathehasactuallyreceivedthematerialsandrecordedthemintheappropriateStockRegisters.

(2) Incasethegoodshavebeenpurchasedontherequestofaspecificdepartment,thestoreofficerwillimmediatelyinformtherequisitioningdepartmentanddispatchthegoodsalongwith“DepartmentalMaterialReceivingReport’ intriplicate.TherequisitioningdepartmentwillreturntwocopiestotheStoresectionacknowledgingthereceiptofgoods.Onreceiptof“Material Receiving Reports” back from the requisitioning department, the Store Officershallattachonecopytothesupplier’sbillandpreservethesecondcopyforrecordpurposesshowing the issue of goods to the department concerned. Necessary entries in the issueregistershallalsoberecorded.

(3) Eachdepartmentshallmaintainsuitableregisterstorecordreceiptandissueofconsumableitems. The receipt shall be recorded from the copy of Material Receiving Report(Departmental)alongwiththegoodstakenoverfromtheMainStore.Theseregisterswillbemadeavailabletoauditforinspectionasandwhenrequired.

(4) Fornon-stockitemseachdepartmentshallmaintainadepartmentalstockregisterinordertoexerciseaneffectivecontrolovertheassetsandtofacilitatetheirphysicalverificationasandwhenrequired.EntriesintothedepartmentRegistersshallbemadefromthecopiesofMaterial Receiving Report or Gift-Advice received from the Store Section. A properinventoryofstockshallbemaintainedinallthedepartmentsshowingthenumberofassetsreceived,thenumberofassetsdisposedoff(bytransfer,saleandlossetc)andthebalanceofeachkindofarticle.

(5) Forcontingencyitemsaseparateregistershallbemaintainedtorecordthereceipts,issues,andlossespertainingtocontingencyofthedepartment.

(6) IfanassetisgiftedtotheUniversity,thereceivingdepartmentwillpreparea“GiftReceivingAdvice” in triplicateandsendonecopyeachtostoresectionandTreasuryWingforstockentriesofgiftintherelevantstockregisters.thereceivingdepartmentwillretainonecopyofadviceforitsrecordandwillenterthegiftinthedepartmentalstockregister.

26. PAYMENTOFBILLS:- (1)Whenthebillsaresubmittedbythesuppliers/serviceprovidersforthesupplies/servicesmadetotheUniversity,thePurchaseCommitteewiththeassistanceoftheStoresSection,SectionIncharge(Stores)shallforwardthebillstotheTreasuryWing.Thebillsmustbesupportedbythefollowingdocuments:


(a) CopyofsanctionissuedbytheTreasurerontheapprovaloftheViceChancellororacompetentauthority

(b) Copy of comparative statement indicating that the Vice Chancellor or competentauthority has approved the rates and suppliers. Comparative statement up to Rs.50,000/-shallbeapprovedbytheTreasurerbeingthecompetentauthority.

(c) Copy of the purchase order placed by the Secretary of the Purchase Committee/Treasurer.

(d) MaterialReceivingReportandevidenceofstockentries.(e) InspectionReportoftheCommittee.(f) Copyoftheadvertisement,ifany.

(2) TheTreasurershallarrangepaymentfromtherelevantheadwiththeassistanceofBudgetandAccountsSectiononreceiptofbillscompleteinallrespect.Iftheamountiswithinthelimits of the original sanction already accorded by the Vice-Chancellor, or any othercompetent authority, the Treasurer shall be competent to sign and pass payment orderwithout seeking a duplicate reference for sanction of the Vice Chancellor / Competentauthority.

(3) WhentheamountofbillexceedstheoriginalsanctionduetocertaingenuinereasonstoberecordedonthebillbythePurchaseCommittee,arevisedsanctionwillhavetobeobtainedfromtheViceChancellor/CompetentAuthority.

(4) Security@10%,GeneralSaleTax(onsale&services)andIncomeTaxattherateprescribedby the Government shall be deducted from the bill to ensure the performance of thecontract.TheViceChancellormayhoweverwaiveofftheconditionofdeductionofsecurityinspecialandunavoidablecases.

(5)Penalityaspercontractagreementwillbeappliedonlatedeliveryofgoods&services.

(6) whenabill complete inall respects ispresented to theTreasuryWing, shallordinarilybeclearedwithintwoweeks.

27. BOOKSOFMAINSTORE.

ThefollowingbooksshallbemaintainedintheMainStoresoftheUniversity.

1. StockRegisterMachinery&Equipment(NonStock)

2. StockRegisterApparatus&Chemicals

3. StockRegisterFurniture

4. StockRegisterConsumable

5. StockRegisteranyotherstockitems

6. StockRegisterProperty

7. IssueRegisterNonstockitem

8. IssueRegisterStockitems


9. ScrapRegister

10. DisposalRegister.

28. ISSUEOFSTOCKANDPHYSICALVERIFICATION:-(1)Whenmaterialsare issuedfromstockfordepartmentaluse, theStoreOfficershall seethatan indentontheprescribedformhasbeenmade by a properly authorized person and examine it carefully with reference to the supplyorder(s).Whenmaterialsareissued,awrittenacknowledgementshallbeobtainedfromthepersonorhisauthorizedagentreceivingtheitems.

(2) The in chargedepartmentof stores shouldensure thatPhysical verificationof all stock ismadeatleastonceeveryyearandcertificateofverificationofstorewithitsresultshouldberecordedthereon.

(3) Verificationmustalwaysbemadeinthepresenceofofficerresponsibleforthecustodyofthestoresorofaresponsiblepersondispatchedbyhim.

(4) Alldiscrepancies,shortagesanddamagesaswellasunserviceablestoresshallbereportedimmediately to the Treasurer for taking up thematter with the competent authority forfixingtheresponsibilityortowriteoffthelosses.Fulljustificationandreasonsshallbegivenwhiledeclaringastockitemunserviceable.


CHAPTER-XIVANNUALMAINTENANCEANDREPAIRSOFBUILDINGANDINFRASTRUCTURE.

29. ANNUALMAINTENANCEANDREPAIRSOFBUILDINGANDINFRASTRUCTURE:

(1) The University shall incur expenditure on the preservation of its building and structuresunder the classified head of “University Building Residential Building Hostels and otherStructures&MinorWorks”.TheUniversitybuildingincludesacademicblocksofclassrooms,laboratories,workshops,library,cafeteria,officesandsections.Residentialbuildingconsistsof staff residence of all categories of employees and hostels are the buildingsmeant forlodging and boarding of students and teachers. “Other structures” include all roads andthosebuildingsand infrastructureswhichcannotbecovered in the threeaforementionedclassifications. Theyalso includeminorworks forwhich separateand individualestimatesaremadebytheDirectorateofWorksandapprovedbytheViceChancellorortheTreasurerasthecasemaybe.

(2) TheDirectorofWorksshallworkoutandprepareadetailedestimateofquantitiesofitemsunderalltheclassifiedheadsofexpenditureexceptminorworks.TheestimatessopreparedshallbesubmittedtotheTreasurerwhoshallchecktheproposedestimateofexpenditurewiththebudgetprovisionandprocessitforobtaining,inthefirstinstance,theconcurrenceand administrative approval of the Vice Chancellor. When the Vice Chancellor accordsapproval, the Treasurer shall issue proper administrative approval, which will becommunicatedtotheDirectorofWorks.

(3) ConsequentupontheissuanceofadministrativeapprovalbytheTreasurer,theDirectorofWorksshallcalltendersforitemsandquantitiesapprovedbytheViceChancellor.

(4) TendersmustbeinvitedinthemostopenandpublicmannerpossibleorbyadvertisementinthepressaftertheestimatehasbeenapprovedandtheamounthasbeensanctionedbytheViceChancellor.

(5) TendersmaybeopenedbytheDirectorofWorks inthepresenceoftheUniversityWorksCommittee.

(6) Incasethelowesttenderisnotrecommendedforacceptance,reasonsshouldberecordedinwriting.Inselectingthetendertobeaccepted,thefinancialStatusoftheindividualsandfirmstenderingshouldbetakenintoconsiderationinadditiontoallotherrelevantfactors.

(7) The Vice Chancellor may appoint a “WORKS COMMITTEE” to scrutinize and check thetendersreceivedforworksandmakenecessaryrecommendationsthereon.Totalestimateshall be based on the tenders and rates recommended by theDirector ofWork /WorksCommittee which will be forwarded to the Treasurer for obtaining specific Sanction ofexpenditureandapprovalofratesfromtheViceChancellor.Whentheratesareapprovedand the amount involved is sanctioned, the Treasurer shall issue proper “SANCTION OFEXPENDITURE”. Depending upon the nature of work, the Vice Chancellor may appointProjectCommitteeforexecutionofaworkdepartmentally.


(8) Afterreceivingthesanctionofexpenditure,theDirectorofWorksshall issue“workorder”to the contractors and advise them to execute proper agreementwith the University onproperstamppapers.

(9) TheagreementwiththeapprovedcontractorsmustbeinwritingandsignedbytheDirectorofWorks and theContractors, after the competent authority approves it. Theagreementshould state the quantity and quality of the work to be done, the specifications to becompliedwith, the timewithinwhich thework is to be completed, the conditions to beobserved,thesecuritytobeputin,andthetermsuponwhichthepaymentistobemadeand penalties to be imposed. It should contain provisions necessary for safeguarding thepropertyentrustedtothecontractors.

(10) Thetermsofacontractonceenteredinto,shouldnotbevariedwithoutthepriorconsentoftheVice-Chancellororanyothercompetentauthority.

(11) Security forduefulfilmentofthecontractshall invariablybetaken.Thesecuritymaytakethe form of a cash deposit or call deposit at the prescribed rate generally adopted ingovernmentcontracts.TheViceChancellor ishowever,empowered topermitorcondonedeviationsfromtheconditionsofcalldeposit/securitydepositinspecificcaseswheresuchdeviationsareunavoidable.

(12) Addition and excess though necessary while a work is in progress which are not fairlycontingentontheproperexecutionoftheworkissanctioned,mustbecoveredbyarevisedestimateaccompaniedbyafullreportofthecircumstanceswhichrendereditnecessary.

(13) Whenexcessovera sanctionedestimate is foreseenand there is likely tobeunavoidabledelayinpreparationofaRevisedEstimate,animmediatereportofthecircumstancesshallbe submitted through theTreasurer to theVice-Chancellorwhose sanctionwillultimatelyberequired.WhenarevisedestimateissubmitteditmustbeaccompaniedbyastatementcomparingitwiththeoriginalsanctionoftheVice-Chancellorandbyareportshowingtheprogress made up to date and the total of the sanction required including the revisedamount.

30. CONTRACTORSBILLS:- (1)NopaymenttoanycontractingfirmshallbeallowedunlesstheworkcarriedoutismeasuredandrecordedintheMeasurementBook(M.B).TheDirectorofWorksof theUniversitymust recordmeasurements in theMeasurer Book on the spot and bills of thecontractorsshallbepreparedontheauthorityofsuchmeasurements.

(2) ThebillandtheMeasurementBookdulysignedbytheDirectorofWorksshallbesubmittedtoTreasurerforpaymenttothecontractors.TheDirectorofWorksshallrecordacertificateto the effect that all the measurements, quantities, rates and calculations have beencheckedindetail,comparedandfoundcorrectaccordingtotheapprovedratesandthathethusholdshimselfresponsibleforallpaymentsmadeonthisbasisbytheTreasurer.

(3) Onreceivingthebill,theTreasurershallprocessitforpaymentbyfirstpresentingitforpre-audittotheUniversityAuditor.Security,GeneralSaleTaxonservicesandincometaxatthe


prescribed rates and other deductions as the Director of Works may intimate, shall beretainedfromthebills.Alltherunningbillsshallbeprocessedforpaymentonthecertificateof the Director ofWorks but the final bill must accompany an Inspection Report of theCommitteetobeappointedbytheViceChancellor.

(4) Generally, the bills may be paid by the Treasurer if they are within the limits of thesanctionedamountandestimateapprovedbytheViceChancellorandduplicatereferencetoVice-ChancellorforseekingindividualsanctionsforeachrunningbillwillnotberequiredIf the running bill exceeds the sanctioned amount and the approved estimate, it will benecessarytoseektheapprovalandSanctionoftheVice-Chancellorbeforeanypaymentonfinalbills.Similarly,approvaloftheVice-Chancellorisamustforanypaymentonfinalbill.

(5) TheTreasuryWingshallmaintainapropercontractor’sledgeranddebitsandcreditsonthisaccountmustberecordedandpreserved.


CHAPTER-XVDEVELOPMENTWORKSANDPROJECTS

31. DEVELOPMENT WORKS AND PROJECTS:- (1) Development Works & Projects shall be aMajor Head of Account. A separate set of Account books shall bemaintained for DevelopmentWorksandProjectsand shallnotbemixedwith the transactionsof theRecurringBudgetoranyotherfund/grantoftheUniversity.

(2) The Vice Chancellor shall have full powers to accord Technical Sanction to ‘Estimates ofWorks”preparedfordevelopmentProjectsandschemesoftheUniversity.

(3) TheViceChancellormayappointConsultant,Architectandotherrelevantprofessionalsforconsultation and providing technical opinion, advice and guidance on importantdevelopmentalworksof theUniversityand fix their feeandremunerationetc.Dependingupon the nature of work, the Vice-Chancellormay also appoint a Project Committee forexecutionofdevelopmentalworks,departmentally.

(4) TheprocedureforcallingtendersandpaymentofContractorsbillshallbethesameasgiveninRules29and30oftheserules.


CHAPTER-XVISALE,DISPOSALANDWRITINGOFFSTORESANDPROPERTIES

32. SALE,DISPOSALANDWRITINGOFFSTORES:-(1)PriorsanctionoftheViceChancellororacompetentauthorityshallbeobtainedtowriteofflossesanddeficienciesinStores.

(2) Stores,whicharereportedtobeobsolete,surplusorunserviceable,maybedisposedofbysaleorotherwise,asdirectedbytheViceChancellororanycompetentauthority.

(3) TheHeadmaywriteoffanylossofarticlesiftheamountinvolvedonsingleitemsdoesnotexceed Rs. 10,000/- subject to a maximum of Rs. 60,000/- in a financial year, with theconditionofproperinquiryintothelossofitems.

(4) AssetsbeyondeconomicalrepairsinthedepartmentsandhostelsshallbetransferredtothemainStore forsale,auction/scrap.A fixedAssetsRetirementAdvicewillbepreparedbythetransferringdepartment/hostelintriplicateandsenttothestorealongwiththearticle.Thestoresectionwillacknowledgethereceiptofthearticleonsuchadviceandwillreturnone copy to the department / hostel concerned and dispatch the second copy to theTreasurer, The transferring department will delete the item from its departmental stockregister.Themainstoreshallmaintainaregisterofcondemnedarticlestobecalledscrapregister.

(5) When an asset is to be sold /auctioned with prior approval of the Vice Chancellor, theSurvey/inspectionCommitteeappointedbytheViceChancellorshallberesponsibleforthedisposalthroughsale/auction.TheCommitteeshalldecidethemodeofsale/auction.TheCommittee shall prepare a statement of bidders with their rates and make necessaryrecommendationstotheViceChancellor.

(6) Authority of approval rests with the Vice Chancellor for assets valuing upto one MillionRupees.Whenthevalueofassetsismorethanonemillionrupees,finalapproval lieswiththeSyndicate.

(7) TheViceChancellor,however, ifsatisfiedwiththeprocedure,codalrequirementsandsaleprice,mayinanticipationofapprovalofSyndicateallowthedisposalofassetsbeyondonemillion Rupees. A case of disposal shall, however, be prepared and placed before theSyndicateinitsnextmeetingforobtainingthefinalapproval.WhentheassetisdisposedofitshallbedeletedfromthestockandrecordedindetailintheDisposalRegistermaintainedinthemainstore.AdisposaladviceshallalsobesubmittedtoTreasuryWingtodeletetheassetfromtherecord.


CHAPTER-XVIIAUDITANDINTERNALCHECK

33. AUDITANDINTERNALCHECK:-(1)TheAccountsoftheUniversityshallbemaintainedinthemannerprescribedintheseRules.

(2) NoexpenditureshallbemadefromthefundsoftheUniversity(excludingprivatedeposits)unlessabillforitspaymenthasbeenpreauditedbytheUniversityAuditors.

(3) The Accounts of the University shall be audited once a year in conformity with thesestatutes/RulesbyGovernmentAuditorsappointedbytheDirectorGeneral,Audit,Govt.ofKhyberPakhtunkhwa.

(4) TheobservationsofGovernmentAuditors,togetherwithsuchannotationsastheTreasurermaymakeshallbepresentedtotheSyndicate.TheSyndicateshallbethefinalauthoritytosettle the paras raised by the Auditors in the Audit Note, to drop them or order furthernecessary action thereon. For this purpose the Syndicatemay formulate and delegate itspowers to a Committee to be called “University Audit and Accounts Committee” to dealwith theAuditReportpreparedby theAuditorsappointedby theDirectorGeneralAudit,Govt.ofKhyberPakhtunkhwa.

(5) The Universitymay have an Internal Audit Cell with a proper section to work under theTreasurer.

(6) The InternalAuditCellbe lookedafterbyanofficerdesignatedas Incharge InternalAuditCell(IIAC)workingundertheTreasurer.

(7) The Internal Audit Cell shall check the accountsmaintained in the teaching departments,hostels, offices, and other cost centres of theUniversity andwill report to the TreasurerwhomayreportonwardtotheViceChancellor.However,beforemakinganyobservation,theinternalauditcellshall,discussthematterwiththeconcernedHead.

(8) TheInternalCheckshallbecarriedoutcontinuouslyonrotationbasisandreportsshallbesubmittedperiodicallytotheauthorities.

(9) TheInternalCheckshallscrutinize importantcasesreferredtoitandshallmakenecessaryrecommendationstotheTreasurerregardingthecourseofactiontobefollowedortakingupthematterwiththeViceChancellororanyothercompetentauthority.TheInternalAuditCellshallfollow-upthequeriesraisedandshallreportunsettledcasestotheTreasurerforonwardreportingtothecompetentauthorityoranyotherappropriatecourseofaction.

(10) The Internal Audit Cell shall be charged with the responsibility of looking into the Auditparas raised by the Inspection Team of the Director General Audit and shall prepareannotationtotheAuditNotes.

(11) The Internal Audit Cell in consultationwith theUniversityAuditors shall scrutinizeandverifytheAnnualStatementofAccountspreparedbytheTreasuryWingasperapprovedspecimenintheseRules.


(12) TheInternalAuditCellshallfollowthefollowingguidelinesforitworking;

1. CASHBOOK

i. WhethercertificateaboutpagesoftheCashBookisrecordedonthefirstpage&signedbytheAssistant/DeputyTreasurer.

ii. Whethertotallingofcashbookonbothsideshasbeenchecked.

iii. WhetherentryofcashbookbearsinitialsofAssistantTreasurer.

iv. Whetherpaymentsidehasbeencheckedwiththepaidvouchers,

v. Whetherrandomcheckhasbeencarriedoutofcashbalancewiththecashbook.

vi. Whether any balance, lying in cash as undisbursed for more thanthreemonthshavebeenrefundedtotheUniversityfund.

2. FINANCIAL/CASHMATTERS

i. Whetherexpenditurecontrolismaintained.

ii. WhetherexpenditureisincurredwithintheBudgetProvision.

iii. Whethermonthlywatchiskeptontheexpenditure.

iv. WhetherTAispaidaccordingtoRules.

v. Whether register of Advance maintained regarding House BuildingAdvance,forthepurchaseofplotMotorcycleAdvance,CarAdvance,G.P.Fundetc.orformisc.,purchaseandrecoveryiswatched.

vi. WhetherIncomeTaxisdeductedfrombillofsuppliers.

vii. Whether payment of Conveyance/taxi charges are paid within theprescribedscale.

viii. Whetherallbillsofstores(stockandnon-stock)bearstockentryandothercertificates.

3. FINANCIALPOWERSPURCHASEETC.

i. Whether purchases aremade according to financial powers, budgetprovisionbothforconsumableandnon-consumablestores.

ii. Whetherhonorariumifany,isgrantedwithinthescale.

iii. Whetheraccommodationisrentedaccordingtoscales.

4. STOCKREGISTER

i. Whether separate stock register for consumable stores and DeadStockmaintainedandPhysicalverificationofdeadstockcarriedout.


ii. Whetherproperrecordofconsumablestoresmaintainedandentriesofstoreschecked.

5. TELEPHONES.

i. Whethertelephoneisprovidedaccordingtoentitlementandwiththeapprovalofcompetentauthority.

ii. Whether monthly telephone charges (official and residentialtelephones)arewithintheceiling.

iii. Whetherexpenditureoverandabovetheceilingifanyisrecovered.

iv. Whetherrecoveryofprivatetelephonetrunkcallhasbeenaffected.

6. STAFFCARS.

i. Whetherthevehicleswerepurchasedwiththeapprovalofcompetentauthorityandaccordingtothelaiddownprocedure.

ii. Whether the staff Cars / Vehicles was used is accordance with theRules.

iii. WhethertheStaffCars’LogBooksweremaintained.

iv. Whetherthemileagesaverageischecked.

v. Whethertheentriesweresignedandpurposeofjourneyindicated.

vi. WhetherrecoveryofchargeforprivateusewasmadeanddepositedintheUniversityfund.

7. ADMINISTRATION.

i. Whetherappointmentsapprovedbythecompetentauthority.

ii. Whetherappointmentswereaccordingtosanctionedstrength.

iii. Whetheranyappointmentwasmadebeyondsuperannuation.

iv. Whether service book- Services were verified annually through paybills.

v. Whether list of persons, tobe retired in the comingnext two yearswereprepared.


THEPROPOSEDPOLICY/CRITERIAFORINVESTMENTOFKMUFUNDSINBANKS.

1. Allinvestmentsshallbemadeinscheduledbanksonly(Public,privateforeign)asapprovedbyUniversitySyndicatefromtimetotime(enlistedpanel).

2. Creditratingofthebanksshallbethescale/benchmarkingofallinvestment,PACRA,JCRVIS,FITCHandMOODYSetc.

3. Everyinvestmentshallbemadeonthefollowingminimumcriteriaofratingscale.

a) Longtermandshorttermratingof“A”underPACRARules.b) Ratingoutlookmustbestableorpositive.c) No investment shall bemade irrespective of offered rate of investment, if the rating

outlookisnegativeorbelow.

4. ThelatestratingissuedbyStateBankshallbeconsideredasbasisofcriteria.5. A minimum of 100 branches of selected banks must be operating in Pakistan to

sustain/coupeconomicrisk/slump.

6. Investmentshallbemadeonthebasisofthequotationsinvited/inquiredfromallbanksandapprovedbyinvestmentcommittee/competentauthority.

7. TheKMUshallnotinvestmorethanRs.500.00millioninonebank,howeverthesamecan

beplaced indifferentbranchesofonebanks inorder todiversify the riskassociatedwithkeepingdeposits.

8. InvestmentCommitteecanmeetasandwhenrequiredandascalledbytheChairman.9. All investmentshouldbemade inbanksoperatingbusiness inHayatabad,UniversityRoad

andPeshawarCanttonly.10. Bankbalanceconfirmationshallbemade/confirmedquarterly.11. The recommendationof InvestmentCommittee shall be forwarded toViceChancellor for

approvalorotherwise.12. Theselectionofbanksregardinginvestmentoffundsshallbemadeonfollowingcriteria:

i. MarkupRate=30%(forthespecificyearsmentioned)ii. Creditratings(JCR,PCRAetc.)=50%iii. CredibilityandRisk=20%

13. The committee shall prepare any agenda for apex forum of the University regardingInvestmentofFunds.

14. Thenominatedmember(s)willbeentitledtoreceivehonorariaofRs.3000/-permeetingoftheInvestmentCommittee.

15. Agendaistobepreparedanddistributedatleasttwodaysinadvance.16. MinutesofMeetingtobecirculatedamongmemberswithinoneweekundersignatureof

Chairman&Secretary.17. Treasurer is to submit approved minutes alongiwth his recommendation to the Vice

Chancellorforapproval.18. WrittenagreementistobemadewiththebankbeforeInvestment.

khyber medical university financial rules 2017 financial... · khyber medical university financial...

Documents